Project Administrative Specialist – Energy & Utilities

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

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.