Administrative / Engineering Services Coordinator
US-NY-Newburgh
External Career
Req #: 4336
Type: Regular Part-Time
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Overview: Overview: The Administrative Coordinator plays a pivotal role in supporting office operations and contributing to the efficiency and smooth running of the company. This position requires a highly organized, reliable, and detail-oriented individual with excellent communication skills. Job Title: Administrative and Engineering Consulting Services Coordinator Effective date: April 2024 Reports to: Senior Manager of Administration and Process Integration Hourly rate: $24.00 per hour Work Environment: The position is office based and is a part-time (25 hours per workweek) position with no additional benefits. Responsibilities: Essential Duties and Responsibilities: Project management of Engineering Consulting Services (herein referred to as ECS), which will include, but is not limited to: * Schedule and run ECS weekly engineering meetings * Helping prioritize projects/tasks by importance * Tracking, reviewing and submitting Intern hours for payroll purposes * Responsible for monitoring component inventories and initiating requests for reorders * Responsible for processing component order requests, ordering and receiving orders in the inventory system * Responsible for tracking costs associated with projects and making sure they aren't over budget * Setting up/Updating opportunities in CRM with invoice milestones, delivery resources, et cetera. * Scanning and filing signed contracts * Tracking and entering time spent by 3rd parties on projects * Help gather documents, write project reports and send paperwork needed for projects funded by grants * Acting as an interface to local colleges to identify candidates to meet intern requirements * Gathering Intern Schedules and creating a calendar every semester Clerical and Administrative Functions which will include, but is not limited to: * General accounts receivable/payable activities such as recording deposits, processing checks, reconciling credit card statements, gathering materials for yearly audit, etc. * Responsible for mail: retrieving from mailbox, dating mail pieces, distributing to the correct parties, sending out mail and packages, etc. * Responsible for collecting, reviewing, and distributing travel and expense reports to be given to payroll processing for the last pay period of every month * Coordinate travel arrangements for staff and register staff for external events/activities * Keep track of and order office supplies when necessary and in a timely fashion to avoid running out of essential items * Basic office equipment maintenance and troubleshooting when necessary. Work as liaison for any equipment leases and purchases * Assist with MTEC event logistics (site arrangements, facilities, food, meeting materials, registrations, event packets, etc.) * Liaison with the landlord and/or their building maintenance personnel for any building activities * Assist with organizational/process documentation when needed Qualifications: Prerequisite Skills: Organizational Skills: Exceptional organizational and time-management skills to handle multiple tasks simultaneously. Communication Skills: Excellent verbal and written communication skills to effectively interact with all levels of staff and external contacts. Computer Proficiency: Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) Experience with email and calendaring systems to include but not limited to Office 365 and Zoom. Attention to Detail: Keen attention to detail and ability to produce error-free documentation. Problem-Solving Skills: Ability to identify and resolve issues promptly and effectively. Teamwork: Ability to work effectively both independently and as part of a team. Confidentiality: Understanding the importance of maintaining confidentiality in all aspects of the role. Proficiency in Microsoft Suite of Products including Word, Excel and PowerPoint required. Proficiency in CRM software such as Salesforce and Accounting Software such as QuickBooks in strongly preferred. Credentials and Experience: 4 years previous office experience OR an AS Degree in a related area with 3 years office experience OR a BA Degree in a related area with 2 years office experience
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