Administrative Assistant – Advanced Technology Group

Description

LSW Engineers is seeking a highly organized, proactive, and adaptable Administrative Assistant to support our growing operations in Phoenix. This role serves as a vital operational anchor, managing day-to-day facilities coordination, complex domestic and international travel logistics, site onboarding workflows, and employee engagement activities. The ideal candidate functions as a seamless contact window for local teams and international visitors alike, maintaining operational readiness across multiple sites, trailers, and corporate housing locations with exceptional attention to detail and discretion.

Key Responsibilities

Site Operations & Facilities Coordination

• Access & Security Management: Oversee building access badge processes, including applications, renewals, tracking, and necessary vendor follow-ups.
• Space & Desk Management: Maintain and update site desk schedules and workstation booking systems. Manage user permissions, handle approvals, release unused spaces, and distribute workspace protocols to new hires and international team members.
• Locker & Parking Allocations: Oversee the assignment and management of employee lockers and assist with the allocation and tracking of parking passes.
• Inventory & Logistics: Maintain and restock office, tent, and field trailer supplies, stationery, and kitchen/grocery items. Act as the primary point of contact for routine IT equipment or station needs.
• Safety Coordination: Coordinate personal protective equipment (PPE) inventory and distribute necessary safety compliance reminders to the team.

International Travel & Mobility Logistics

• Travel Coordination: Manage comprehensive travel schedules and arrange complex domestic and international travel bookings, including flights, lodging, and car rentals.
• Immigration & Compliance Support: Coordinate documentation, draft custom invitation letters utilizing established templates, and support administrative workflows for international visitors.
• Visitor Liaison: Serve as the primary administrative contact window and regional guide for international team members during their deployment in the Phoenix area.
• Corporate Housing Management: Coordinate cleaning, maintenance, and facility schedules with property managers for local training residences; perform grocery and supply runs as needed to ensure property readiness.

Training, Onboarding & Workforce Administration

• Onboarding & Tracking: Set up new hire administrative milestones and coordinate first-day logistics.
• Compliance & Training Logistics: Coordinate required staff trainings, pre-deployment compliance steps, and specialized partner orientations.
• Reporting Support: Compile, review, and deliver quarterly deployment and administrative tracking reports for payroll processing.

Event Logistics & Specialized Support

• Event Management: Oversee end-to-end logistics, catering, and pickup needs for internal events
• Ad Hoc Project Support: Handle variable administrative requests as required, including the coordination, collection, and tracking.

Skills, Knowledge and Expertise

• Experience: 2+ years of experience in an administrative support, office coordination, or corporate logistics role. Experience within the engineering, construction, or technology industries is highly preferred.
• Language Skills: Bilingual fluency in English and Traditional Chinese is a major plus, enabling seamless communication and support for international team members and visitors.
• Technical Savvy: Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort navigating digital workspace booking tools, scheduling platforms, and tracking databases.
• Logistical Agility: Proven capability managing complex calendar schedules, vendor relations, and international travel workflows.
• Communication & Cultural Competence: Strong verbal and written communication skills with a customer-service mindset. Ability to interact effectively and warmly with diverse, multicultural teams and international corporate visitors.
• Independence & Resourcefulness: A proactive self-starter who can manage variable tasks independently, prioritize shifting deadlines, and maintain confidentiality.
• Mobility & Physical Requirements: Valid driver’s license. Ability to lift up to 25 lbs occasionally for event setups, snack stocking, and supply replenishment.

About LSW Engineers

Every building you've ever walked into works because of systems you never see.

The air that stays at the right temperature. The power that never blinks. The water that runs clean. The systems that keep a hospital's operating room sterile or a data center's servers cool. That is what LSW Engineers designs. We are a mechanical, electrical, and plumbing engineering firm, and for decades we have been the team working on the other side of the wall, making sure the buildings people depend on actually function.

Our projects span hospitals, airports, schools, government buildings, data centers, and the advanced manufacturing facilities powering what comes next. Someone has to plan it, coordinate it, and bring it to life, and that is where our team comes in, engineers, project managers, and the people who keep it all moving together.