Administrative Assistant

Administrative Assistant

Peterson Power Systems, Inc., a family‑owned and operated business, is seeking an Administrative Assistant for its Hillsboro, OR location. This role provides a variety of administrative and clerical support for managers and supervisors across the Power Division.

• Assist Sales with contract and credit reviews.
• Enter new sales and change orders in the Contract Review portal for review and approval.
• Track projects through the approval process and keep Sales Representatives and Project Managers apprised of status.
• Communicate any revisions to the Purchase Orders (PO), contract, or Terms & Conditions requested by Contract Review to the customer.
• Request missing documentation for or from customers such as payment and performance bonds, prime contracts, subcontracts, project information sheet, credit application and certificate of insurance.
• Serve as the point of contact for the approval process from when the PO is submitted to when we have final contract and credit approval.
• Work with Sales Manager to keep progress moving on stalled sales and to obtain signatures on sales documents.
• Assist in coordination of pickup and delivery of units from CAT to the customer.
• Assist Office Manager–Project Sales Coordinator with reports, research and any additional tasks as needed.
• Assist Senior Project Manager with maintaining the New Assignment Log spreadsheet, tracking down and confirming the delivery of parts, maintaining the Completed Project Report spreadsheet and scheduling meetings.
• Assist Sales Manager with creating reports, PowerPoint presentations and scheduling meetings.
• Score Units/Report Sale to CAT.
• Submit Sourcewell Form to CAT to report Sourcewell Sales.
• Provide CAT order confirmation, revision, and invoice emails.
• Order office supplies.
• Assist with annual CAT audit.
• Weekly upload of RTS report (DOI download to iMACS).
• Conduct web research: “Plan Center Review” 2‑3 times per week for the Power Division. This will involve training on how to find potential generator projects from websites the Power Division subscribes to, and forwarding leads to the Power Sales Team.
• Work with Corporate Receptionist and IT staff to keep the internal phone list updated so it is accurate and sent out regularly.
• Prepare and turn in expense reports for reimbursement of meeting supplies when purchased, and mileage for running errands throughout the week.
• Other projects as assigned by manager.

• High school diploma or general education degree (GED).
• Minimum of one year of experience as an administrative assistant; or an equivalent combination of education and experience.

• Valid driver’s license and satisfactory driving record required.

Peterson Power Systems, Inc. is committed to equal employment opportunity and affirmative action. Minorities, females, veterans, and individuals with disabilities are encouraged to apply. A drug screen and background check is required.