Engineering Office Administrator

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International Automotive Components

Engineering Office Administrator

National
Full Time
Paid
  • Responsibilities

    The Engineering Office Administrator serves as the central hub for our engineering campus. This role is responsible for ensuring project deliverables stay on track, managing the logistical complexities of a traveling workforce, and maintaining a high-functioning facility. You will be the primary bridge between Engineering, Finance, HR, and Facilities to ensure our technical teams can focus on innovation without administrative friction.

    Key Responsibilities

    1. Project & Performance Tracking

    • Prolink Deliverable Management : Actively monitor Prolink Engineering requirements; follow up with stakeholders to drive tasks to closure and ensure no deadlines are missed.
    • Support Hour Oversight : Manage weekly and monthly hour submissions for the reporting team. Ensure all entries are timely and accurate to maintain data integrity for project billing and planning.
    • Financial Liaison : Partner with the Finance team to consolidate monthly reporting and provide administrative support for departmental financial audits.

    2. Travel & Logistics Coordination

    • Campus Travel Command : Act as the single point of contact for all campus travel. Maintain a real-time tracking log to support the team during emergency situations or last-minute changes.
    • Travel Concierge : Manage priority changes, including extensions and redirections. Handle direct communications with travel agencies (e.g., American Express) to save engineers' time and minimize project delays.

    3. Facilities & Workplace Operations

    • Facility Requests : Author and manage BREQs (Business Requests) for facility maintenance and upgrades.
    • Contractor Coordination : Serve as the primary on-site contact for facility contractors when the Facilities Lead is traveling or off-site.
    • Space Planning : Lead "people movement" initiatives, including the build-out of new areas, cubicle reconfigurations, and future multi-building expansion projects.

    4. Personnel & Training Support

    • Seamless Onboarding : Coordinate with IT, HR, and Facilities to ensure all new hires have the equipment, access, and workspace ready for Day 1.
    • Training Management : Work with technical leads to maintain, update, and schedule training classes to ensure the team's skills remain current.

    5. Culture & Engagement

    • Event Leadership : Lead the planning and execution of team-building activities and campus traditions (e.g., Summer BBQs, March Madness, Potlucks, and Take Your Kid to Work Day).
    • Customer Hospitality : Maintain the customer visit calendar. Ensure the campus is "tour-ready" and that all support staff are prepared for high-profile visits.

    Qualifications

    • Experience : 5+ years in office management, project coordination, or operations, preferably within an engineering or technical environment.
    • Communication : Strong "chasing" skills—the ability to firmly but professionally drive people toward deadlines.
    • Problem Solving : A calm-under-pressure mindset for handling travel emergencies and facility issues.
    • Tools : Proficiency in Prolink (or similar PLM tools), advanced Excel for hour tracking, and project management software.