Assistant Administrative 3

Aleron; San Antonio (TX); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Supportive culture

Global leader

People-first environment

Meaningful results

Job summary

Acara Solutions is seeking an organized Assistant Administrative 3 in San Antonio, TX to support a Project Manager on a major natural gas conversion project. You will organize meetings, manage documentation, and facilitate cross‑team communication to help keep workflows on track.

The role requires 3+ years of admin experience, strong Word/Excel/PowerPoint skills, and proficient use of SharePoint and Teams. This temp position offers steady hours and a hands‑on project environment.

Qualifications

• High school diploma or GED required.
• 3+ years of administrative support experience.
• 3+ years of experience with Record management, Resource Loading, and Taxonomy Management.
• 3+ years of experience with Accurate Reporting, Calendar Coordination, and Document Control.
• 3+ years of experience with web parts, permissions, site collections, lists, libraries, apps, modern pages, custom search, managed metadata.

Responsibilities

• Coordinate meetings and schedules: Organise project meetings, prepare agendas, document discussions, track action items, and manage calendars and Microsoft Teams sessions.
• Manage project documentation: Maintain digital and physical filing systems, organise technical records, track contractor transmittals and requests for information (RFIs), and ensure accurate document control.
• Support project logistics: Coordinate site visits, inspections, walkdowns, visitor arrangements, meeting materials, and logistical requirements for internal teams and external contractors.
• Facilitate communication and reporting: Draft project communications, compile status updates, prepare presentations and leadership briefing materials, and distribute information to relevant stakeholders.
• Maintain administrative coordination: Monitor incoming communications, track deadlines and scheduling updates, coordinate required compliance paperwork, and provide day‑to‑day support to the Project Manager and project team.

Skills

Administrative support

Record management

Taxonomy management

Accurate reporting

Calendar coordination

Document control

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Teams

SharePoint

Communication

Organizational skills

Education

High School Diploma or GED

Tools

SharePoint

Microsoft 365

Job description

Description

Job Title: Assistant Administrative 3

Location: San Antonio, TX

Employment Type: Temp (34 Months)

Industry: Energy and gas

Compensation: $24.88/Hour

Schedule: 40 Hours/Week 1st Shift

About the Opportunity

• We're seeking an organized and proactive Assistant Administrator 3 to provide administrative, logistical, and coordination support to a Project Manager on a major natural gas conversion project. In this role, you'll coordinate meetings, manage project documentation, facilitate communication across multidisciplinary teams, and support project planning activities to keep workflows running smoothly. Your attention to detail and ability to manage competing priorities will help ensure effective collaboration and timely project delivery.

Why You'll Love Working Here

• Supportive, team-driven culture that values collaboration, transparency, and accountability.
• Opportunity to grow your career with a global workforce solutions leader serving multiple industries.
• People-first environment that encourages employees to bring their authentic selves to work.
• Strong focus on partnership, innovation, and delivering meaningful results for clients and candidates.

Why This Opportunity is Exciting

This role offers the chance to join a company that prioritises both people and performance-where your contributions directly impact client success while giving you room to grow and develop professionally.

About Acara Solutions

Acara is a premier recruiting and workforce solutions provider-we help companies compete for talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customise visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

What You'll Do

• Coordinate meetings and schedules: Organise project meetings, prepare agendas, document discussions, track action items, and manage calendars and Microsoft Teams sessions.
• Manage project documentation: Maintain digital and physical filing systems, organise technical records, track contractor transmittals and requests for information (RFIs), and ensure accurate document control.
• Support project logistics: Coordinate site visits, inspections, walkdowns, visitor arrangements, meeting materials, and logistical requirements for internal teams and external contractors.
• Facilitate communication and reporting: Draft project communications, compile status updates, prepare presentations and leadership briefing materials, and distribute information to relevant stakeholders.
• Maintain administrative coordination: Monitor incoming communications, track deadlines and scheduling updates, coordinate required compliance paperwork, and provide day‑to‑day support to the Project Manager and project team.

Job Requirements

What You'll Bring

• High School Diploma or GED
• 3+ years of administrative support experience
• 3+ years of experience with Record management, Resource Loading, and Taxonomy Management
• 3+ years of experience with Accurate Reporting, Calendar Coordination, and Document Control
• 3+ years of experience with web parts, permissions, site collections, lists, libraries, apps, modern pages, custom search, managed metadata.

What Sets You Apart

• Prior administrative support experience within engineering, construction, project management, or utility operations
• Familiarity with project documentation processes such as RFI logs, transmittals, technical specifications, and meeting action tracking
• Experience supporting large capital projects, outages, construction planning, or industrial site coordination
• Knowledge of client processes, workflows, and terminology
• Ability to interpret basic project documentation including schedules, site maps, meeting agendas, and contractor correspondence
• Ability to work independently and manage multiple priorities in a fastpaced project environment
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint
• Excellent written and verbal communication skills
• Strong organizational skills with attention to detail and accuracy
• Ability to work professionally with all levels of personnel, including leadership, engineers, contractors, consultants, plant staff, and external partners.

Additional Information

• Upon offer of employment, the individual will be subject to a background check.

Applicants for this position must be legally authorized to work in the United States.

This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.