Thermal - Administrative Assistant III

Minneapolis, MN, USA Req #9
Friday, May 20, 2022

Reporting to the Regional Office Manager, the Office Coordinator provides ongoing business operations support and administrative support for district heating and cooling plants in the Midwest Region. The primary objective is to provide business operations and administrative support to plant management and sales and marketing teams, ensuring safe, reliable, and cost-effective operations and growth.


This position will be based in our Minneapolis Energy Center and provides supports to the following areas:

  • General Accounting
  • Accounts Receivable / Accounts Payable
  • Purchasing/Supplier Onboarding
  • Marketing and Customer Support
  • Fleet Management System
  • Human Resources and Payroll
Key Role/Responsibilities
  • Process monthly district energy customer invoices; manage credit and collections activities; Investigate and respond to vendors regarding invoice payments; respond to vendor questions / inquiries
  • Provide proper coding and process plant purchase orders for materials and services; Match invoices/packing slips to purchase orders for materials and services; Monitor and respond to Enterprise Resource Planning (ERP) system activities
  • Answer telephones, process daily mail, order/maintain office supplies, filing, process and receive shipments, handle minor repairs/maintenance for office equipment, issue forms for safety shoes and safety glasses to employees, perform document and record management activities
  • Work with Marketing Team to support on-boarding process of a new district energy customers and maintain relationships by responding and routing customer service calls to appropriate office
  • Support end-of-month accounting process by responding to data requests from corporate Accounting and corporate Financial Planning and Analysis (FP&A) as well as responding to internal/external audit requests for invoicing and purchasing activities
  • Coordinating purchase orders and requirements between plant management and suppliers to process all plant purchase orders;
  • Research and determine best pricing and availability for parts; negotiate payment terms; Negotiate terms and conditions; coordinate and execute RFQ’s from suppliers for plant operations and maintenance activities; Maintain vendor qualifications in vendor management system: Track and report cost savings and scrap sales
  • Maintain plant vehicle information / maintenance log for vehicles and scheduling annual preventative maintenance of facility vehicles in coordination with plant management
  • Support plant compliance with environmental reporting activities
  • Support employee populations with time sheet entry, review and processing and coordinating payroll and benefits issues and requests for employees with corporate HR/Payroll/Benefit
  • Other Duties as assigned

Other details

  • Job Family Prof. (Non-Plant)
  • Pay Type Hourly
  • Min Hiring Rate $53,000.00
  • Max Hiring Rate $71,000.00
Location on Google Maps
  • Minneapolis, MN, USA