Part-Time Administrative Coordinator - Field & Project Ops

Allied Electric, Inc; Grand Rapids (MI); On-site; USD 19,000 - 28,000; Part time

Job summary

Allied Electric, Inc is seeking an Administrative Assistant to support both office and field operations. This part-time role (20–24 hours per week) focuses on maintaining accurate job records, coordinating service and construction activities, and managing daily workflows including ticketing, invoicing preparation, and material coordination.

The ideal candidate will have a high school diploma, 1–3 years of admin experience, excellent organization and communication skills, and proficiency with

Qualifications

• High school diploma or equivalent required.
• 1–3 years of administrative, receptionist, or office support experience preferred.
• Strong organizational, communication, and multitasking skills.
• Professional and customer-service-oriented demeanor.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams).

Responsibilities

• Maintain and update the department shared drive with organized job folders.
• Archive completed projects with closeout documentation.
• Prepare folders for field staff to ensure accurate execution.
• Open service work orders and prepare documentation for field teams.
• Send closeout documentation to customers after project completion.
• Create cable labels and other job materials for field operations.
• Track Miss Dig tickets daily and update status.
• Manage NJUNS tickets and schedule coordination.
• Maintain technician certification records and flag renewals.
• Create completed job folders for billing and assist invoicing.
• Retrieve and sort incoming mail and track payments.
• Deliver checks to the finance team.
• Communicate daily with foremen regarding delivered materials.
• Maintain material records and assist with inventory tracking.
• Support field teams with administrative needs.
• Provide ongoing administrative support to office and field teams.
• Assist with document prep, printing, labeling, and coordination requests.

Skills

MS Office

Organizational skills

Communication

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Allied Electric, Inc is seeking an Administrative Assistant to support both office and field operations. This part-time role (20–24 hours per week) focuses on maintaining accurate job records, coordinating service and construction activities, and managing daily workflows including ticketing, invoicing preparation, and material coordination.

The ideal candidate will have a high school diploma, 1–3 years of admin experience, excellent organization and communication skills, and proficiency with