Job Openings Administrative Coordinator

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. Compliance and Quality Assurance:

    • Ensure adherence to company policies, procedures, and industry regulations.
    • Assist with quality assurance activities, including reviewing processes and implementing improvements.
  8. 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:

  • Full time

Pay:

  • $32.00 - $55.00 per hour

Expected hours:

  • 40 hours per week

Benefits:

  • 401(k)
  • Dental insurance
  • Health Insurance
  • Life Insurance
  • Paid time off
  • Parental leave

Schedule:

  • Monday to Friday

Work location:

  • Remote

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 apply

Sparks 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