Senior Administrative Assistant - Field and Office Coordinator

Kearney Electric; Phoenix (AZ); On-site; USD 52,000 - 67,000; Full time

Job summary

Kearney Electric, LLC in Phoenix, AZ is seeking a Senior Administrative Assistant in the People & Culture department. The role coordinates daily administrative tasks to keep field operations running smoothly, including dispatch coordination, timecard processing, and site access for project teams.

The position requires strong organizational skills, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment.

Qualifications

• Strong administrative, organizational, and follow-through skills.
• Ability to work in a fast-paced environment with changing priorities.
• Excellent written and verbal communication across all levels.
• Accurate with timecards, schedules, and records.
• Ability to maintain confidentiality.

Responsibilities

• Coordinate daily dispatch and field employee assignments.
• Support manpower coordination with Project Managers and field leadership.
• Respond quickly to assignment changes and time-sensitive needs.
• Review and correct timecards before payroll deadlines.
• Coordinate site access, badges, and onboarding for projects.
• Maintain trackers, schedules, and documentation.
• Communicate professionally with internal and external contacts.
• Assist with onboarding and field administrative activities.
• Prepare and organize documents, spreadsheets, and reports.
• Identify process improvements to strengthen accuracy and communication.

Skills

Administrative coordination

Time management

Communication skills

Microsoft Office proficiency

Education

High School or GED

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

TRUST - TEAM - GRIT - GROWTH

Arizona's Premier Electrical and Low Voltage Contractor

At Kearney Electric, we're not just building projects; we're building careers!

As a leading Electrical and Communications contractor in Arizona, we offer a dynamic and rewarding work environment that fosters Growth, Innovation, and a Strong Sense of Community.

Powering Professional Growth and Success with:

• Competitive Compensation and Benefits
• Career Development Opportunities
• Innovative and Collaborative Work Environment
• Strong Commitment to Safety
• Community Involvement
• Work-Life Balance
• A Culture of Respect and Inclusion

Job Title: Senior Administrative Assistant

Department: People & Culture

FLSA Status: Non-Exempt

Reports to: Director of People & Culture

Salary: Commensurate with experience & Benefits

JOB SUMMARY

The Senior Administrative Assistant is a key operational support position responsible for coordinating daily administrative activities that help keep Kearney Electric's field operations running efficiently. This position supports dispatch and manpower coordination, employee timecards, project site badging and access requirements, field communications, administrative tracking, and other field employees needs while working closely with People & Culture, Project Managers, Directors, and field leadership.

The Senior Administrative Assistant serves as a dependable point of coordination in a fast-paced environment where priorities can change quickly and accurate follow-through is essential while maintaining adherence to Kearney Electric's Pathways to Excellence mission and core values of Trust, Team, Grit, and Growth.

ESSENTIAL FUNCTIONS

• Coordinate daily dispatch and field employee assignments based on direction and staffing needs, ensuring employees receive accurate jobsite, reporting, and assignment information.
• Assist with manpower coordination by communicating with Project Managers, Directors, field leadership, and People & Culture regarding staffing needs, changes, shortages, and priorities.
• Respond quickly and professionally to assignment changes, call-offs, jobsite changes, and other time-sensitive field coordination needs.
• Support employee timecard administration by reviewing submitted information for completeness, following up on missing or inaccurate time, and coordinating corrections with employees and supervisors before payroll deadlines.
• Coordinate project-specific badging, site access, orientation, credentialing, and related administrative requirements; track status and follow through to help ensure employees are ready for assigned work.
• Maintain accurate administrative trackers, schedules, employee assignment information, project access records, and other operational documentation.
• Communicate professionally with field employees, supervisors, Project Managers, Directors, customers, and other internal and external contacts.
• Assist with onboarding and field-related administrative activities as assigned, including coordination of information employees need before reporting to projects.
• Prepare, organize, and maintain documents, spreadsheets, reports, correspondence, and other administrative materials.
• Monitor open items and deadlines and proactively follow up with the appropriate individuals to ensure tasks are completed.
• Handle confidential employee and company information with discretion and professionalism.
• Identify recurring administrative or coordination issues and recommend practical process improvements that strengthen accuracy, communication, and follow-through.
• Provide administrative support for special projects and changing operational priorities as assigned by the Director of People & Culture.
• Perform other duties as assigned.

JOB REQUIREMENTS

• Strong administrative, organizational, and follow-through skills with the ability to manage multiple priorities at the same time.
• Ability to work effectively in a fast-paced environment where schedules, staffing needs, and priorities may change with little notice.
• Strong written and verbal communication skills and confidence communicating with employees at all levels of the organization.
• Ability to remain calm, professional, and solution-focused when handling urgent requests, competing priorities, or unexpected changes.
• High level of accuracy and attention to detail when working with timecards, employee assignments, site-access requirements, schedules, and administrative records.
• Ability to prioritize requests based on urgency and operational impact and elevate conflicts or concerns appropriately.
• Ability to take ownership of mistakes or missed details, communicate quickly, correct the issue, and help prevent recurrence.
• Ability to maintain confidentiality and exercise sound judgment when working with employee and company information.
• Strong computer skills, including Microsoft Outlook, Word, and Excel, with the ability to learn company systems and project-specific platforms.
• Dependable attendance and punctuality are essential due to the time-sensitive nature of field coordination and administrative support.

QUALIFICATIONS

• 3+ years of administrative, operations support, project support, dispatch, scheduling, or similar coordination experience preferred.
• High School or GED required.
• Previous experience in construction, electrical contracting, field services, or another fast-paced operations environment is preferred but not required.
• Demonstrated ability to coordinate schedules, people, documentation, and deadlines with strong attention to detail.
• Strong customer-service mindset with the ability to build positive working relationships with both office and field employees.
• Proven ability to work independently, take initiative, solve routine problems, and know when to involve leadership.
• Experience with timekeeping, scheduling, credentialing/badging, dispatch, or project administration is a plus.
• No college degree required; relevant administrative experience, demonstrated capability, and strong organizational skills are valued.

LICENSES/SPECIAL TRAINING

• Valid driver's license preferred.
• Additional customer, project, or site-specific system training may be required based on assigned responsibilities.

SAFETY RESPONSIBILITIES

Each employee has a responsibility for their own safety, the safety of their co-workers, and the community in which they are operating.

In the performance of duties and responsibilities, you are expected to observe all safety, health, and loss prevention rules, practices, and procedures, as well as specific instructions related to the safe and efficient performance of your work.

An effective and viable safety, health, and loss prevention program will be attained only when all employees are safety conscious and keenly aware, both mentally and physically, of the potential hazards of your environment.

GENERAL SIGN OFF

This is not an all-encompassing job description but more a brief Summary of duties for the position. Please note, Kearney Electric. Communications works as a team, and you may be asked to help in other areas or with other duties. Thank you for being part of the team!

The employee is expected to adhere to all company policies and to act as a role model in the adherence to company policies. Employees understand that annual performance reviews will be based on the job description.

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Kearney Electric, LLC is an equal opportunity employer. We are committed to providing an inclusive and welcoming workplace for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, disability, age (40 or older), genetic information, veteran status, or any other characteristic protected by law.