Job Description
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Job Title: Office Support Administrator
Posting Start Date: 9/2/26
Job Description:
Primary Role
Kentucky American Water has an opportunity for a full-time Office Support Administrator to join our team and support our daily operations in Lexington, KY.
The Office Support Administrator is responsible for providing general administrative and clerical support for day-to-day departmental operations. This entry-level role focuses on transactional, routine, and support activities performed under established procedures and with guidance from more experienced staff.
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Key Accountabilities
- The duties and responsibilities listed are representative of the work performed by employees in this role and are not intended to be exhaustive. Specific responsibilities may vary based on business needs, location, operational requirements, and organizational assignment.
- Provide general administrative support to managers and departments for daily operations and routine special projects.
- Coordinate travel arrangements and maintain departmental calendars and meeting schedules.
- Prepare, compose, and distribute routine correspondence, reports, and meeting minutes.
- Maintain inventory of office supplies, equipment, and materials; place replenishment orders as needed.
- Assist with obtaining permits and assembling standard documentation.
- Serve as a first‑point‑of‑contact for routine customer or internal inquiries; escalate complex issues as appropriate.
- Gather information from operations leadership and systems to assist with responding to questions.
- Explain basic company processes and procedures to customers and internal partners.
- Monitor and respond to assigned BPEMs in accordance with established guidelines.
- Administer and coordinate the preparation and completion of work orders following established policies and procedures.
- Assist field or operations teams by entering, updating, and tracking work order information in company systems.
- Enter data accurately into business systems, databases, and spreadsheets.
- Compile routine daily, weekly, and monthly reports using predefined formats.
- Research and update information in tracking systems and document repositories.
- Maintain organized records related to operations, customer activity, and departmental processes.
- Initiate routine purchasing transactions and assist with processing purchasing card and fleet‑related expenses.
- Support local inventory tracking and reporting; update inventory records.
- Assist with vendor setup, invoice processing, and researching routine billing or delivery discrepancies, with oversight.
- Assist with basic payroll and time reporting support by preparing documentation and verifying completeness.
- Support accounts payable and receivable activities such as invoice entry, receipt processing, and payment tracking.
- Prepare deposit documentation and forward information for review and approval.
Knowledge/Skills
- Knowledge of customer and/or operations support practices.
- Ability to learn and understand computerized systems, database management, spreadsheet and word-processing programs to process data and create reports.
- Working knowledge of computer software such as MS Word, Excel, Outlook, and SAP
- Basic process and project management skills.
- Good business acumen and judgment.
- Effective quantitative and analytical skills; attention to detail.
- Effective verbal and written communication skills (e.g., report writing, listening, plan reading and creating, and presentation).
- Effective interpersonal skills (e.g., tact/diplomacy, persuasion, team building, cooperation, leadership, ability to motivate others
- Ability to drive a forktruck
- Customer focused
- Attention-to-detail and positive attitude
- Ability to lift up to 75 lbs.
Experience/Education
- High School diploma or GED
Work Schedule
- Full-time, On-site
- Monday-Friday, 7am-3:30pm
- Overtime as needed
- Rotating On-Call responsibility (including holidays)
Work Environment
- Standard indoor office environment with occasional outside work
Competencies
Plans & Aligns
Decision Making
Communicates Effectively
Builds Networks
Action Oriented
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