Senior Administrative & Operations Coordinator

Integrated Power Services; Visalia (CA); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

PTO

401k match

Bonus incentives

Training programs

Tuition reimbursement

Medical/dental/vision

EAP

Job summary

Integrated Power Services (IPS) in Visalia, CA seeks a Senior Administrative Assistant to provide advanced administrative, operational, and organizational support across multiple departments. The role coordinates office processes, maintains records, and supports HR, customer service, and leadership functions to ensure efficient daily operations.

The position requires exceptional organizational skills, independent judgment, and the ability to manage multiple priorities in a fast-paced

Qualifications

• Associate degree in Business Administration, Human Resources, Office Management, or related field; equivalent work experience may be substituted.
• Five or more years of progressive administrative or office management experience.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Strong organizational, analytical, and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to prioritize workloads and work independently with minimal supervision.
• Strong attention to detail and accuracy.
• Excellent customer service skills.
• Ability to manage competing priorities and deadlines.
• Professional judgment and decision-making ability.
• Advanced document preparation and reporting skills.
• Strong interpersonal and relationship-building skills.
• Ability to maintain strict confidentiality.
• Continuous improvement mindset.

Responsibilities

• Coordinate and oversee daily office administrative operations.
• Serve as a primary point of contact for visitors, vendors, customers, and employees.
• Maintain company records, files, databases, and confidential documents.
• Assist with Area General Manager, Health and Safety, Operations, and Human Resources with administrative processes.
• Support onboarding activities, employee communications, and HR documentation.
• Prepare reports, spreadsheets, presentations, correspondence, and meeting materials.
• Schedule meetings, manage calendars, coordinate travel arrangements, and arrange company events as needed.
• Monitor office supply inventories and coordinate purchasing activities.
• Process invoices, expense reports, purchase orders, and related documentation.
• Assist leadership with special projects, process improvements, and administrative initiatives.
• Maintain compliance records and support audits, training documentation, and company programs.
• Develop and implement office procedures that improve efficiency and effectiveness.
• Maintain a professional and organized reception and office environment.
• Provide backup support for customer service, accounting, and human resources functions.
• Perform additional duties and special projects as assigned.

Skills

Office management

Microsoft Office

Outlook

Excel

PowerPoint

Word

Teams

Communication

Confidentiality

Multitasking

Education

Associate degree in Business Admin

Bachelor's degree preferred

Tools

ERP systems

HRIS

Payroll systems

Accounting systems

Job description

Integrated Power Services (IPS) in Visalia, CA seeks a Senior Administrative Assistant to provide advanced administrative, operational, and organizational support across multiple departments. The role coordinates office processes, maintains records, and supports HR, customer service, and leadership functions to ensure efficient daily operations.

The position requires exceptional organizational skills, independent judgment, and the ability to manage multiple priorities in a fast-paced