Office Administrator

1. Position Overview

The Office Administrator provides operational, administrative, and coordination support to engineering, laboratory, and field teams. This role ensures efficient workflow between design staff, lab personnel, technicians, and clients while maintaining accurate documentation, scheduling, and financial tracking.

2. Core Responsibilities2.1 Administrative & Office Management

• Manage daily office operations, supplies, and vendor coordination
• Maintain organized filing systems (digital and physical) for projects and clients
• Prepare correspondence, reports, and internal documentation
• Handle incoming calls, emails, and general inquiries
• Support onboarding and general HR-related administrative tasks

2.2 Support to Engineering Design Team

• Assist engineers with document preparation (reports, proposals, technical documents)
• Format and compile design reports, calculations, and submittals
• Track project deadlines and deliverables
• Maintain version control of drawings and documents
• Coordinate internal communication between design team members

2.3 Laboratory Support

• Assist with scheduling and tracking lab testing activities
• Maintain logs of samples, test results, and lab reports
• Coordinate communication between lab technicians and engineers
• Ensure proper documentation and filing of lab data
• Monitor inventory of lab supplies and coordinate restocking

2.4 Meeting & Calendar Management

• Schedule and coordinate internal and external meetings
• Prepare meeting agendas, minutes, and follow-up action items
• Manage calendars for engineers, project managers, and leadership
• Coordinate conference calls, virtual meetings, and in-person client visits
• Track deadlines and ensure timely completion of action items

2.5 Client Coordination

• Serve as a point of contact for client communication
• Schedule meetings, site visits, and project updates with clients
• Maintain client records and communication logs
• Assist in preparing client deliverables and presentations
• Ensure timely responses to client inquiries

2.6 Invoicing & Financial Tracking

• Prepare and issue invoices based on project progress and contracts
• Track accounts receivable and follow up on outstanding invoices
• Assist with timesheet collection and billing coordination
• Maintain financial records related to projects
• Support budgeting and expense tracking for projects

2.7 Reporting & Documentation

• Compile and generate weekly/monthly project reports
• Track project status, milestones, and deliverables
• Maintain accurate project documentation and audit trails
• Prepare summaries for management review
• Ensure compliance with company and regulatory documentation standards

2.8 Dispatching & Field Coordination

• Schedule and dispatch technicians to project sites
• Coordinate daily field assignments and priorities
• Optimize scheduling to ensure efficient use of personnel and resources
• Communicate job details, site requirements, and timelines to field staff
• Track technician locations, job progress, and completion status

2.9 Site Scheduling & Coordination

• Arrange and confirm site visit schedules with clients and technicians
• Coordinate access, permits, and site requirements
• Adjust schedules in response to project changes or delays
• Ensure proper sequencing of tasks between field and office teams
• Maintain a master schedule of all active projects and site activities

3. Deliverables

• Accurate and timely project documentation and reports
• Organized and up-to-date client and project records
• On-time scheduling of meetings, lab work, and field activities
• Timely and accurate invoicing and financial tracking
• Efficient dispatching and coordination of field technicians

4. Required Skills & Qualifications

• Strong organizational and multitasking abilities
• Proficiency in Microsoft Office (Excel, Word, Outlook) and scheduling tools
• Experience with project management or document control systems
• Excellent communication and interpersonal skills
• Ability to coordinate multiple teams (engineering, lab, field)
• Basic understanding of engineering workflows (preferred)

5. Performance Metrics (KPIs)

• Timeliness and accuracy of scheduling and dispatching
• Accuracy of invoices and financial tracking
• Responsiveness to client and internal communications
• Organization and completeness of documentation
• Efficiency in coordinating meetings and project workflows

6. Work Environment

• Office-based with regular coordination with lab and field teams
• Occasional support for site coordination and client visits
• Fast-paced environment with multiple concurrent projects

Pay: $15.00 - $18.00 per hour

Benefits:

• Employee assistance program
• Professional development assistance

Work Location: In person