Jobs at Allied Electric, Inc (Now Hiring) — 4 open

Job DetailsJob Location: Grand Rapids, MI 49544Position Type: Part TimeTravel Percentage: NoneAbout Allied: At Allied Electric, we’re building an electrical company designed for growth, opportunity, and impact. For over 55 years, we’ve delivered high-quality electrical and low voltage solutions across industrial, commercial, and institutional markets – but what sets us apart today is where we’re going next. Guided by our mission, “Bringing Power to Possibilities,” Allied Electric is investing in our people, our technology, and the future that our services help bring to life. We partner with leading general contractors, owners, and developers across the Midwest and beyond, delivering complex, high-impact projects that power critical infrastructure and essential operations. Our team is made up of driven, team-first individuals who take pride in their work, continuously improve, and show up in a positive way. Whether in the field or the office, we are committed to creating an environment where great people can grow, develop, and build meaningful careers.

Job Summary

The Administrative Assistant plays a critical role in supporting both office and field operations by ensuring accurate documentation, job tracking, and administrative coordination across service and construction projects. This part-time position (20–24 hours per week) is highly detail-oriented and process-driven, with a strong focus on maintaining job records, supporting field staff, and managing daily operational workflows including ticketing systems, invoicing preparation, and material coordination.

Key Responsibilities

Job & Document Management

Maintain and update the department shared drive, including creating and organizing job folders for service work orders and construction projects
Ensure all job folders are consistently updated with current documentation, including drawings, correspondence, and project updates
Archive completed projects, including all required closeout documentation such as test results and final as-built drawings
Prepare and organize job folders for field staff to ensure accurate and efficient execution

Service & Project Coordination

Open service work orders as needed and prepare associated documentation for field teams
Send required closeout documentation to customers upon project completion
Create cable labels and other job-related materials to support field operations

Ticket & Compliance Tracking

Track Miss Dig tickets daily, including routing, status updates, and completion
Manage NJUNS tickets, including tracking, field verification updates, and scheduling coordination
Maintain technician certification records, ensuring all certifications remain current and proactively flagging upcoming renewals

Invoicing & Financial Coordination

Create completed job folders for billing purposes, including scanning and uploading all required documents
Assist with invoicing preparation by ensuring documentation is complete and accurate
Retrieve and sort incoming mail, track payments received, and deliver checks to the finance team

Materials & Field Support

Communicate daily with foremen regarding delivered materials using receiving documentation
Maintain and archive material records and assist with material inventory tracking
Support field teams with administrative needs to ensure smooth job execution

General Administrative Support

Provide ongoing administrative support to office and field teams as needed
Assist with document preparation, printing, labeling, and coordination requests
Support continuous improvement of administrative processes and systems

QualificationsJob Requirements

Experience

High school diploma or equivalent required
1–3 years of administrative, receptionist, or office support experience preferred

Qualifications

Strong organizational, communication, and multitasking skills
Professional and customer-service-oriented demeanor
Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams)
Ability to work independently and manage multiple priorities
Strong attention to detail and ability to handle sensitive information professionally

Physical Requirements

Ability to lift up to 25 pounds occasionally and perform general office tasks
Reliable attendance and transportation for occasional local errands preferred