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.
PRIMARY FUNCTION
We are seeking a highly organized and proactive Administrative Assistant to provide essential support to our leadership team while ensuring smooth office operations. The ideal candidate will be responsible for managing office functions, supporting administrative tasks, and assisting eight leadership executives with day-to-day activities. The role requires a strong attention to detail, excellent communication skills, and the ability to multitask effectively in a fast-paced environment.
TYPICAL RESPONSIBILITIES
REQUIRED EXPERIENCE AND EDUCATION
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.
PRIMARY FUNCTION
We are seeking a highly organized and proactive Administrative Assistant to provide essential support to our leadership team while ensuring smooth office operations. The ideal candidate will be responsible for managing office functions, supporting administrative tasks, and assisting eight leadership executives with day-to-day activities. The role requires a strong attention to detail, excellent communication skills, and the ability to multitask effectively in a fast-paced environment.
TYPICAL RESPONSIBILITIES
- Welcome and direct PPG visitors and notify employees of visitor arrivals/deliveries
- Book conference rooms as needed and ensure rooms are neat, presentable, and stocked with the appropriate supplies
- Retrieve information from records, email, minutes, and other related documents as requested; prepare written summaries of data as needed
- Respond to and resolve administrative inquiries and questions
- Coordinate, schedule and arrange travel, meetings, and appointments as requested
- Assist with the coordination and planning of company events and meetings
- Prepare agendas and schedules for meetings
- Assist leadership team by processing purchase card expense reports and reimbursement requests
- Maintains office supplies inventory; anticipates supplies needs; places and expedites supply orders and verifies receipts
- Maintains conference rooms, kitchen, and other meeting rooms
- Coordinates visitor and/or new hire seating
- Retrieves and distributes office mail; sends outgoing mail and prepares fed-ex packages
- Adhere to internal standards, policies, and procedures
- Perform special projects and complete any other duties as assigned or requested
- Adheres to internal standards, policies, and procedures
REQUIRED EXPERIENCE AND EDUCATION
- High school diploma, or equivalent
- 4+ years’ experience in an administrative support role
- Excellent interpersonal
- Strong communication skills (both written and verbal) with the ability to communicate effectively and professionally to all levels of the organization
- Proficient in Microsoft Office Suite
- Strong organizational skills and attention to detail
- Sound decision making and problem-solving skills
- Ability to work independently while supporting the needs of the team
- Excellent verbal and written communication skills
- Must be able to lift up to 20 pounds at times
- Must be able to bend, lift, stretch, climb, and crawl to maintain equipment and office space
