QISG

PPG - Administrative Assistant

Paramus, NJ - Full Time

PPG is a sister company of QISG under the parent Quanta Services, Inc.  This posting is for a direct hire position of Phoenix Power Group and is solely for the purpose of Phoenix Power Group.
Phoenix Power Group Inc. (PPG) is a leading Construction Services Company providing Engineering, Procurement and Construction (EPC) services specializing in the installation of utility and industrial process infrastructure including substations, power generation, industrial process facilities, and renewable fuel projects in North America. PPG is a subsidiary of Quanta Services Inc., the largest specialty contractor in North America, providing large single-source solutions and leading the industry in its ability to deliver a collective scope of services, expertise and manpower. 

PPG is currently planning, negotiating, and executing EPC contracts for large electrical infrastructure projects, including HVDC substations, and complex industrial projects in the western US, targeting a start date of 1Q/2Q 2025. PPG is seeking to hire an Administrative Assistant stationed in our Paramus, NJ Headquarters. This role will be a part of our in-house Human Resource team.

PRIMARY FUNCTION
We are seeking an organized and detail-oriented Administrative Assistant to join our team. This individual will be responsible for coordinating all aspects of interviews, including scheduling, logistics, and travel arrangements for candidates and interviewers. In addition, during downtime, this role will involve sourcing potential candidates to help support our recruitment efforts. The ideal candidate will be proactive, detail-oriented, and possess strong communication skills while thriving in a fast-paced environment.

ESSENTIAL DUTIES
  • Schedule and coordinate interviews for candidates, ensuring alignment between hiring managers, interviewers, and candidates.
  • Communicate with candidates regarding interview details, providing instructions, locations, and any necessary documentation.
  • Coordinate travel arrangements for candidates and interviewers, including booking flights, accommodations, and transportation.
  • Maintain a detailed calendar for all interviews and travel itineraries, ensuring no conflicts and keeping all parties informed of updates or changes.
  • Prepare interview materials and ensure they are ready and available for interviewers.
  • Manage and update candidate tracking systems to ensure smooth interview processes.
  • Assist with onboarding preparation for new hires as needed.
  • Handle administrative tasks such as booking meeting rooms, coordinating refreshments, and preparing interview agendas.
  • Provide timely and accurate communication to all stakeholders involved in the interview and travel processes.
  • Maintain a high level of confidentiality and professionalism in all interactionsctively source potential candidates for open positions through various channels (e.g., job boards, social media, professional networks, internal databases).
  • Review resumes and profiles to identify strong candidates for current and future roles.
  • Assist in creating and posting job advertisements across different platforms to attract candidates.
  • Screen candidates and coordinate initial outreach, helping to build a strong pipeline of qualified candidates for hiring managers.
  • Maintain and update the candidate database, ensuring accurate records for ongoing recruitment efforts.
  • Performs any other duties assigned
  • Adheres to internal standards, policies, and procedures

QUALIFICATION REQUIREMENTS
  • Previous administrative or coordination experience, preferably in a fast-paced environment.
  • Strong organizational and multitasking skills with an ability to prioritize tasks efficiently.
  • Excellent communication skills, both written and verbal.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with scheduling tools (e.g., Outlook Calendar, Google Calendar).
  • Ability to manage multiple tasks and deadlines in a dynamic environment.
  • Strong attention to detail and problem-solving skills.
  • Positive, team-oriented attitude with a commitment to customer service and professionalism.
  • Experience in coordinating travel arrangements and/or working in HR or recruitment.
  • Familiarity with travel booking platforms and interview scheduling tools.
  • Familiarity with sourcing platforms (e.g., LinkedIn Recruiter, Indeed, Glassdoor).
  • Previous experience using applicant tracking systems (ATS).
Apply: PPG - Administrative Assistant
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