About the job Administrative Coordinator As an Administrative Coordinator at Sparks Wiz Limited, an engineering consulting firm, you will be a key player in ensuring the smooth and efficient operation of our administrative functions. You will coordinate various office activities, support project management, and handle a wide range of administrative tasks. Your role is essential in facilitating effective communication, managing resources, and supporting the engineering teams to enhance productivity and client satisfaction.Note: This position is strictly open for candidates within the United States.Key Responsibilities:
Office Coordination:- Oversee daily office operations, ensuring efficient workflow and handling of administrative tasks.
- Coordinate office logistics, including maintaining office supplies, managing equipment, and liaising with vendors and service providers.
- Organize and manage office events, meetings, and team activities, including setting up venues and arranging catering.
Project Support:- Assist project managers with project coordination, including scheduling meetings, tracking project milestones, and managing project documentation.
- Prepare and maintain project plans, status reports, and deliverables, ensuring timely and accurate completion of tasks.
- Coordinate with engineering teams and clients to gather information, prepare reports, and track project progress.
Scheduling and Communication:- Manage calendars for senior staff, including scheduling appointments, meetings, and travel arrangements.
- Serve as a liaison between clients, vendors, and internal teams, ensuring clear and effective communication.
- Prepare and distribute internal and external communications, such as memos, emails, and notices.
Document Management:- Develop, format, and maintain various documents, including contracts, proposals, and reports.
- Organize and manage electronic and physical filing systems, ensuring easy access to documents and adherence to confidentiality standards.
- Assist in the preparation and submission of regulatory and compliance documentation.
Administrative Support:- Provide administrative support to executives and engineering staff, including drafting correspondence, preparing presentations, and conducting research.
- Handle administrative tasks such as data entry, maintaining databases, and managing office correspondence.
- Process invoices, track expenses, and assist with budgeting and financial reporting.
Client and Vendor Management:- Coordinate client meetings, presentations, and interactions, ensuring a professional and positive client experience.
- Manage relationships with vendors and contractors, including negotiating terms, processing orders, and overseeing service delivery.
Compliance and Quality Assurance:- Ensure adherence to company policies, procedures, and industry regulations.
- Assist with quality assurance activities, including reviewing processes and implementing improvements.
Special Projects:- Support special projects and initiatives as assigned, including research, data analysis, and implementation of new systems or processes.
- Participate in firm-wide projects and contribute to strategic planning and execution.
Qualifications:
- Education: Bachelors degree in Business Administration, Management, Engineering, or a related field preferred; Associates degree or equivalent experience considered.
- Experience: Previous experience in an administrative or coordination role, preferably in an engineering or consulting environment.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software and project management tools.
- Communication: Strong verbal and written communication skills, with the ability to interact effectively with clients, staff, and stakeholders.
- Organization: Excellent organizational and multitasking abilities, with keen attention to detail and accuracy.
- Problem-Solving: Ability to handle complex tasks and resolve issues efficiently and effectively.
- Confidentiality: Proven ability to handle sensitive information with discretion and confidentiality.
Preferred Skills:
- Experience with project management software (e.g., MS Project, Asana, Trello) and CRM systems.
- Basic understanding of engineering terminology and project workflows.
- Knowledge of financial software and basic accounting principles.
Job Type:
Pay:
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Benefits:
- 401(k)
- Dental insurance
- Health Insurance
- Life Insurance
- Paid time off
- Parental leave
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Work location:
Note: This position is open to candidates within the United states, Dallas TX, Seattle DC, Oklahoma City OK and Raleigh NC. People with a criminal record are encouraged to applySparks Wiz Limited is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.Package Details
- 401(k)
- Dental insurance
- Health Insurance
- Life Insurance
- Paid time off
- Parental leave