Executive Administrator & Project Coordinator

About Motive Power, Inc.

Motive Power is a dynamic consulting firm specializing in the US Utility industry, offering innovative solutions that enable clients to achieve their corporate sustainability and decarbonization goals. We provide comprehensive project delivery, developing and mentoring teams, and expanding our utility business, all while championing ESG and decarbonization initiatives. Our commitment to enhancing efficiency, effectiveness, and sustainability is at the core of our organizational development, data innovation, and change adoption expertise. We take a holistic approach, streamlining project management, optimizing processes, and leveraging data-driven insights to foster sustainable growth. Our people-centric change management strategies ensure seamless transitions and alignment with strategic sustainability objectives. With a strong focus on sustainability, we empower organizations to not only improve their performance but also make a lasting positive impact on society and the environment.

About The Role

We are seeking a highly organized and proactive Executive Administrator & Project Coordinator to support leadership and project teams within a utility-focused environment. This role plays a key part in ensuring smooth administrative operations, accurate reporting, and effective coordination across multiple initiatives.

The ideal candidate will be detail-oriented, comfortable working with enterprise systems, and capable of managing multiple priorities in a dynamic setting. Prior experience in utilities is helpful but not required—strong administrative and coordination skills are the foundation for success in this role.

• Candidates must reside within commuting distance of Amarillo, TX
  
  

Key Responsibilities

• Administrative & Project Support:
• Maintain project logs and meeting minutes
• Manage ad-hoc requests from leadership and team members
• Review employee timesheets and expense reports for accuracy
• Review service entry sheets submitted by external consultants
• Support timekeeping tasks by verifying employee timesheets, ensuring timely submissions, and resolving discrepancies in alignment with Company’s payroll systems
• Assist with SAP Concur expense reporting, including submission, reconciliation, and compliance with corporate travel and expense policies
• Coordinate with field teams and project managers to ensure accurate documentation and administrative support for capital projects
  
  

System & Process Coordination

• Perform data entry and updates in SAP or similar systems
• Assist with purchase order requests and ensure proper documentation
• Support monthly reporting tasks and ensure timely delivery of updates
• Enter fleet usage and location data into company tracking systems to support asset management and operational planning
• Coordinate with maintenance staff and vendors to ensure equipment functionality and supply availability
  
  

Project Management Assistance

• Contribute to risk tracking, stakeholder engagement, and resource coordination
• Support quality assurance and process improvement efforts
• Assist in developing and implementing strategies for data analytics and reporting adoption
• Compile and summarize information for reports and presentations
• Assist in organizing events such as internal festivals or meetings
  
  

Communication And Coordination

• Serve as a point of contact for internal and external communications
• Support other administrative staff and collaborate across departments
  
  

Confidentiality And Compliance

• Maintain confidentiality and adhere to company policies regarding sensitive operational and personnel information
• Handle sensitive information with discretion
• Ensure compliance with privacy policies and organizational regulations
  
  

Time Management

• Prioritize tasks effectively and meet deadlines
• Adapt to changing priorities while maintaining a professional demeanor
  
  

Required Qualifications

• Bachelor’s degree or equivalent experience in Business Administration, Project Coordination, or a related field
• 2+ years of experience in administrative or project support roles
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); familiarity with SAP or similar systems is a plus
• Strong written and verbal communication skills
• Ability to manage multiple tasks and prioritize effectively
  
  

Preferred Qualifications

• Experience supporting cross-functional teams or technical projects
• Familiarity with enterprise systems and reporting tools
• Exposure to project lifecycle management or performance tracking
  
  

Core Competencies

• Attention to detail and organizational excellence
• Clear and effective communication
• Adaptability and responsiveness to evolving priorities
• Initiative in identifying and solving operational challenges
• Strong organizational and multitasking abilities
• Ability to work independently and as part of a team
• Proficiency in office software and equipment
• Attention to detail and accuracy
  
  

The anticipated wage range for this position is $60,000-$85,000 per year based on relevant factors such as experience, education, location, and qualification. In addition to base pay, Motive Power offers a comprehensive benefits package, including medical, dental, vision, retirement, $2,500 towards a fully electric EV, plus more.

Motive Power is committed to equitable and competitive compensation practices in accordance with all applicable federal, state, and local laws.

At Motive Power, we are committed to fostering a diverse and inclusive work environment that reflects our dedication to ESG principles. We are an equal opportunity employer and value diversity at all levels of the organization. We are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, age, national origin, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local laws.

If you require a reasonable accommodation to apply for a position or to participate in the interview process, please contact us at [email protected] to discuss your needs.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.