Water Administrative Associate

Title: Stanford Water Administrative Associate
Pay Rate Range: $30.00/hr
Employment Type: Contract
Estimated End Date: July 2026
Schedule: Full-time Monday Friday 7:00 AM 3:30 PM (some flexibility required)
Location: Stanford CA (LBRE Main Campus onsite minimum 4 days/week)
Job Code:

Tekberry is seeking an experienced and highly organized Water Administrative Associate to support the Stanford Water team within the Vice President for Land Buildings & Real Estate (LBRE). This role provides critical administrative and operational support to ensure effective communication accurate financial tracking and timely coordination across water operations finance and engineering teams.

As a Tekberry W2 employee you will have access to health benefits including medical dental and vision coverage.

Daily Responsibilities
Manage the Stanford Water Hotline and monitor the inbox
Route messages appropriately and log all inquiries into Smartsheet
Monitor inquiry logs to ensure timely responses
Monitor invoice inbox and track invoices in Smartsheet
Identify invoices requiring requisitions or missing POs and coordinate with Project Managers
Review Stampli pending approval reports and assist with approval follow-ups
Perform daily timecard checks and work with technicians to ensure accurate and timely entries

Weekly / As Needed
Support PCard purchases and verification
Assist with TCard travel arrangements
Coordinate professional certification support (training travel payments exams)
Support safety tailgate meetings during operational sessions
Handle mail Amazon orders and invoice-related utility payment reviews
Review ServiceNow dashboard and assist finance and engineering teams with requisition questions
Support bi-monthly Timecard Labor Allocation (TLA) via Axess

Monthly Responsibilities
Coordinate and support WRCI meetings (agenda support slides icebreakers hosting)
Prepare and route Valley Water letters and payments for signature and submission
Monitor Blanket PO reports and support engineers with timely invoice processing

Minimum 5 years of administrative experience preferably in facilities utilities or operations support
Excellent written and verbal communication skills
Strong follow-through and organizational skills
Proficiency with Microsoft Outlook Excel and PowerPoint
Experience tracking data invoices or workflows using tools such as Smartsheet
Ability to manage multiple priorities in a fast-paced deadline-driven environment
High attention to detail and accuracy

Experience supporting finance engineering or utilities teams
Familiarity with Stampli ServiceNow Axess or similar enterprise systems
Experience handling invoices POs and timecard reconciliation
Ability to adapt schedule as needed for early or late meetings

Onsite role (minimum 4 days per week in person)
Full-time 40 hours per week
Schedule flexibility required to support meetings outside standard hours
Possible driving as part of job duties (MVR required if applicable)

Tekberry offers a $100 referral bonus for referrals resulting in successful placements!

Tekberry Inc. is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin protected veteran status disability or any other protected categories under applicable laws.

Tekberry Inc. is a Certified Minority Business Enterprise (MBE) and Certified Disadvantaged Business Enterprise (DBE).

By submitting your resume you consent to receive communications from our organization via text message. All texts are sent by real people and we look forward to connecting with you about this opportunity.