Administrative Assistant II

Pittsburgh, PA, USA Req #19
Tuesday, May 31, 2022

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


This position will be based in our Pittsburgh Energy Center, North Shore Plant, and provides support to the following areas:

  • General Accounting 
  • Accounts Receivable/Accounts Payable 
  • Purchasing/Supplier Onboarding/Vendor Management
Principle Responsibilities/Key Results Areas
  • Procurement:  Coordinate purchasing requirements between plant management and suppliers to produce and process all purchase orders.  Support the business by understanding its procurement needs and issuing purchase orders.  Ensure compliance with company and Supply Chain policies and procedures.
    Vendor Management: Maintain vendor qualifications in vendor management system; negotiate payment terms; negotiate terms and    conditions; coordinate and execute RFQ’s from suppliers for plant operations and maintenance activities
  • Accounts Payable: Acting as a liaison between Accounts Payable and suppliers to manage invoice resolutions. Process all accounts payable invoices; review and verify utility invoices; Monitor and respond to Accounts Payable activities; Investigate and respond to vendors regarding invoice payments and questions or inquiries
  • Account Receivable: Customer Invoicing-prepare and process monthly district energy customer invoices; ensure accuracy of invoices; calculate customer contract rate escalations; manage credit and collections activities
  • Support end-of-month accounting process by working with Office Manager; update month end reports; responding to data requests from corporate Accounting as well as responding to internal/external audit requests for    invoicing and purchasing activities
  • Update operational and financial cost files
  • Champions administrative process improvements; develops tools/databases to improve accuracy and efficiency
  • Answer telephones, process daily mail, order/maintain office supplies, filing, process and receive shipments,  perform document and record management activities
  • Other Duties as assigned.
Knowledge and Skills

·        Self-starter with excellent problem solving and communications skills (both written and verbal)

·        Team player able to establish working relationships with work groups in different geographical locations

·        Strong background in MS Office suite applications especially Excel

·        ERP and CMMS Experience highly desired

·        Organization

·        Time Management

·        Analyzing Information

·        Professionalism

·        Problem Solving 

·        Excellent Written and Verbal Communication

Working Conditions

·        Hybrid work schedule is an option – a combination of onsite and remote work

·        Some overtime required as special projects arise

·        Limited overnight travel for company meetings and company and/or vendor training

Basic Qualifications

·        High school diploma or GED required

·        Five (5) years of related experience


Preferred Qualifications

·        Previous experience in an energy, industrial, or manufacturing environment


Other details

  • Job Family Prof. (Non-Plant)
  • Pay Type Hourly
  • Min Hiring Rate $50,000.00
Location on Google Maps
  • Pittsburgh, PA, USA