Office Administrative Supervisor

NAES; Middletown (CT); On-site; USD 90,000 - 110,000; Full time

Job summary

NAES Corporation in Middletown, CT seeks an Administrative Supervisor to oversee accounts payable, HR, inventory, and general admin. You will ensure financial compliance and efficient processes supporting plant operations.

The role reports to the Plant Manager and collaborates with Plant Engineering, Operations, Maintenance, and Compliance teams. A high school diploma is required; an associate or bachelor’s in business or HR is preferred, with strong accounting and payroll experience.

Qualifications

• High school education typically required.
• Associate or bachelor’s degree in business administration, HR or related field preferred.
• Extensive office admin experience focused on accounting, budgeting, and reporting.
• In-depth knowledge of HR programs, benefits administration and payroll processing.
• Strong attention to detail and highly organized with multitasking ability.
• Policy management, regulatory procedures and event coordination experience.
• Excellent communication with vendors, employees and auditors.
• Valid and unrestricted driver’s license.

Responsibilities

• Process employee payroll and payroll reporting per Corporate Accounting procedures.
• Administer inventory maintenance and physical inventory.
• Provide customer with invoices, inventory summaries, cash requirements, budget variance reports.
• Assist with location, screening and hiring of plant personnel.
• Responsible for benefits administration of plant personnel per HR requirements.
• Prepare and maintain accounts payable and receivables per Corporate procedures.
• Oversee purchase requisitions, purchase orders and vendor invoice matching for payments.
• Lead plant budget preparation and monitoring.
• Administer Fitness for Duty policy per policy.
• Maintain records of employee training, safety and workers’ comp claims.

Skills

Office administration

Payroll processing

Budget control

Reporting

Attention to detail

Multitasking

Vendor coordination

Education

Associate or Bachelor's in business or HR

Tools

HR programs

Job description

Kleen Energy Systems stands as a cutting-edge power facility boasting a 620 MW combined cycle design, fueled by both natural gas and oil. Its advanced infrastructure comprises two Siemens SGT6-PAC 5000F combustion turbines alongside a Siemens SST6-PAC5000 steam turbine, ensuring efficient energy conversion. Seamlessly integrated into the ISO New England system, Kleen Energy Systems transmits its power through the CL&P 345 KV transmission line, exemplifying reliability and sustainability in the region's energy landscape.

Opportunity Summary

The Administrative Supervisor plays a pivotal role in overseeing accounts payable, human resources, inventory management, and general administrative functions. This position ensures efficient administrative processes, financial compliance, and a productive work environment, contributing to the organization's overall success.

Primary Functions

• Process employee payroll and payroll reporting in accordance with Corporate Accounting procedures.
• Administer procedures for inventory maintenance and physical inventory.
• Provide customer with accurate and timely invoices, inventory summaries, cash requirements, budget variance reports, and other requirements as requested by customer.
• Assist with location, screening and hiring of plant personnel.
• Responsible for benefits administration of plant personnel in accordance with Corporate Human Resources requirements.
• Prepare and maintain accounts payable and accounts receivables in accordance with Corporate Accounting procedures and customer requirements.
• Oversee the issuance of purchase requisitions, purchase orders, and match vendor invoices with material packing lists to permit approval of vendor payments.
• Lead plant budget preparation and monitoring.
• Administer the Fitness for Duty policy in accordance with policy.
• Maintain accurate records of employee training, safety and workers compensation claims.
• Fully support and participate in NAES Safety and Regulatory Compliance Programs.

NAES Safe

Safety is a core value of NAES and as a condition of employment, all employees are expected to be mentally alert and work safely at all times. Additionally, employees are required to adhere to all safety warnings and posted safety signs whenever on company property. Furthermore, employees must follow all NAES safety rules and procedures. Effectiveness in carrying out this responsibility is part of the evaluation of each employee’s performance.

Working Relationships

The Administrative Supervisor reports to the Plant Manager and collaborates with the Plant Engineer, Operations Manager, Maintenance Manager, and Compliance Manager to coordinate work activities. This role also liaises with contractors and original equipment manufacturers (OEMs) to ensure necessary support and seamless coordination.

Working Conditions

This role requires working in industrial environments where protective equipment, such as hard hats, safety glasses, and hearing protection, may be necessary. Facilities have strict smoking restrictions and may involve exposure to industrial hazards, high noise levels, and active construction areas. The position demands physical mobility to navigate stairways, ladders, grating, and uneven terrain.

Fitness for Duty

All employees will participate in the Fitness for Duty Program. This program includes a post-offer drug screening and post-employment random drug screening.

Work Schedule

Regular scheduled workdays are Monday to Friday, during normal working hours. Position may require extended working hours with the possibility of weekend and holidays, as required by workload.

Compensation

The initial annual compensation will range from $90,000 to $110,000, with the opportunity to earn up to a 15% annual bonus.

Job Qualifications

• Ability to comprehend procedures and instructions relevant to the assigned area, typically acquired through four years of high school education.
• An associate or bachelor's degree in business administration, human resources, or a related field is a plus.
• Extensive experience in office administration with a strong focus on general accounting, budget control, and reporting.
• In-depth knowledge and hands‑on expertise in HR programs, benefits administration, and payroll processing, ensuring compliance with regulatory standards and corporate policies.
• Strong attention to detail, ensuring accuracy in record-keeping across various tasks and responsibilities.
• Highly organized with the ability to manage and prioritize multiple tasks efficiently.
• Skilled in policy management, regulatory procedures, and event coordination to support seamless operations.
• Excellent oral and written communication skills for effective interaction with vendors, employees, and auditors.
• Must possess a valid and unrestricted driver's license, maintaining it in good standing.

About NAES

NAES Corporation is the leading provider of operations, maintenance, and engineering services for energy facilities. We have established ourselves as a reliable partner for clients in North America and internationally, offering services across power generation, oil and gas, and renewable energy sectors. Additionally, our growing family of companies enables us to address the entire life cycle of power generation and other industrial plants.

NAES is committed to a diverse and inclusive workplace. It is the practice of NAES to seek employees of the highest quality and to select individuals on the basis of merit and competence, without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, military status or affiliation protected under USERRA, or any other basis of discrimination prohibited by applicable local, state and federal law.