Administrative Coordinator

Clean Energy
Any Location, TX
Category Operations
Job Description
The Administrative Coordinator supports the ongoing administrative needs of the Operating teams at South Fork and Del Rio RNG Projects. This role reviews and files safety documentation, provides direct support in inventory management, maintenance scheduling, visitor logging, documentation verification, and laboratory document filing. The duties include acquiring office and lab supplies, tracking expiration dates for safety certifications, and preparing documentation for regulatory inspections and audits.

Requirements

  • Maintain and organize all plant safety documentation
  • Ensure safety forms are completed accurately, signed, and filed in accordance with company and regulatory requirements
  • Track expiration dates for safety certifications, training records, and contractor documentation
  • Assist with preparing documentation for regulatory inspections and audits (OSHA, EPA, state environmental agencies)
  • Support incident reporting documentation and maintain records of corrective actions
  • Maintain digital and physical filing systems for compliance documentation
  • Distribute updated procedures and ensure revision control is maintained
  • Collect daily/weekly lab results from technicians/operators
  • Verify lab data is complete and formatted correctly before distribution or digital logging
  • Compile and distribute reports to plant management, environmental teams, and corporate stakeholders
  • Support the management of warehouse inventory at both sites using a D365 platform
  • Track out-of-spec readings reported by Operations and notify appropriate personnel
  • Maintain historical lab data records for compliance reporting and trend analysis
  • Assist with preparation of monthly and quarterly environmental reports
  • CMMS (Computerized Maintenance Management System) Support
  • Monitor technician/operator work order entries for completeness and accuracy
  • Follow up with operators to ensure maintenance logs are entered daily
  • Track preventive maintenance (PM) completion rates and generate status reports
  • Enter completed work orders or backlog updates when needed
  • Assist maintenance supervisor with scheduling PM tasks
  • Ensure documentation within CMMS aligns with compliance requirements
  • Prepare daily, weekly, and monthly operational summary reports as needed
  • Assist plant manager and supervisors with reporting, spreadsheets, and documentation
  • Maintain vendor files, purchase orders, and service records
  • Coordinate contractor documentation and site access paperwork
  • Support onboarding documentation for new employees
  • Order and retrieve office and safety supplies as needed
  • Schedule meetings, take meeting minutes, and track action items when necessary
  • Maintain organized shared drives and document control systems
  • Ensure version control of controlled documents
  • Archive outdated records per company retention policies
  • Assist with KPI tracking (downtime, gas production, safety metrics)
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