Power Plant Administrative Coordinator

NAES; Village of Castleton-on-Hudson (NY); On-site; USD 36,000 - 47,000; Full time

Job summary

NAES Corporation seeks an Administrative Assistant for the Castleton Energy Center in Castleton-on-Hudson, NY. You will provide administrative support to the Business Manager, manage purchasing and invoicing activities, and coordinate with vendors to ensure timely payment and accurate records.

In addition to handling accounts payable and ERP/CMMS entries (Maximo), you will assist with HR, training, and compliance while supporting plant operations and outages as needed.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s preferred.
• Experience in administrative or business support in a fast-paced operational environment.
• Experience with accounts payable and invoice processing.
• Familiar with procurement activities: requisitions, POs, vendor coordination.
• Proficiency with ERP/CMMS systems; Maximo a plus.
• Strong attention to detail and organization.
• Excellent written and verbal communication; able to work with diverse teams.
• Valid U.S. driver’s license required.

Responsibilities

• Provide administrative support for Castleton Energy Center and assist the Business Manager with accounting, purchasing, vendor coordination, and daily administrative activities.
• Receive, review, record, route, and track NAES and vendor invoices; follow up on approvals and discrepancies as needed.
• Maintain accurate purchase orders and accounting records (requisitions, POs, invoices, receipts, documentation).
• Process and track invoices and purchasing activity through ERP/CMMS platforms, including Maximo; assist with budget variance reviews.
• Support procurement by preparing and tracking requisitions and POs, expediting orders, and resolving discrepancies.
• Maintain organized vendor records, insurance certificates, and other controlled documents.
• Coordinate with vendors on purchasing, deliveries, invoices, and account matters.
• Track fuel deliveries and related data and documentation.
• Assist with HR, training, and compliance documentation and audits.
• Support plant operations and outages via scheduling, inventory tracking, and meetings.
• Prepare correspondence and reports for the Business Manager and stakeholders; perform related duties as assigned.
• Occasionally support Lockport Cogeneration Facility as needed.

Skills

Accounts payable

Invoice processing

Purchase orders

Vendor coordination

Procurement

ERP systems

Maximo

Recordkeeping

Attention to detail

Time management

Communication

Driver's license

Education

High school diploma or equivalent

Associate or bachelor’s degree in business/related field

Tools

Maximo

Job description

NAES Corporation seeks an Administrative Assistant for the Castleton Energy Center in Castleton-on-Hudson, NY. You will provide administrative support to the Business Manager, manage purchasing and invoicing activities, and coordinate with vendors to ensure timely payment and accurate records.

In addition to handling accounts payable and ERP/CMMS entries (Maximo), you will assist with HR, training, and compliance while supporting plant operations and outages as needed.