Administrative Skills, Auditing, Communication Skills, Cross-Functional, Data Quality, Database Administration, Detail Oriented, Document Management, Documentation, Maintain Compliance, Manufacturing, Microsoft Excel, Microsoft Product Family, Multitasking, On Site Support, Onboarding, Operational Support, Organizational Skills, Payroll Software/Services, Presentation/Verbal Skills, Process Improvement, Project Close-Out, Project Execution, Project Tracking, Project/Program Coordination, Project/Program Management, Reporting Skills, Sales, Sales Support, Spreadsheets, System Operations, Team Player, Technical Sales, Technical Support, Time Management, Writing Skills
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Job Type
Full-time
Description
Be the Engine Behind Seamless Project Execution
Are you highly organized, detail-driven, and energized by keeping complex projects on track? Join our team as a Technical Services Administrative Assistant (Project Coordinator) and play a critical role in supporting field operations, engineering, and sales teams from project kickoff to closeout.
In this fast-paced, high-impact role, you'll be the central hub that keeps projects moving-ensuring accuracy, compliance, and efficiency every step of the way.
Requirements
What You'll Do
- Drive Project Setup & Coordination
Initiate projects by setting up jobs, coordinating systems (IQ, Teams), and ensuring everything is in place for a successful launch.
- Own the Project Closeout Process
Wrap up projects efficiently by auditing, exporting, and closing out jobs and Teams while maintaining clean, organized records.
- Be the Go-To for Data & Documentation
Maintain accurate project trackers, job databases, and documentation systems that keep teams aligned and informed.
- Support Communication & Reporting
Draft and refine customer communications, generate reports, and deliver weekly project updates.
- Ensure Accuracy in Labor & Payroll Data
Conduct daily labor hour reviews, corrections, and audits to ensure accuracy and compliance.
- Keep Field Operations on Track
Manage on-site work reports, ensuring timely and accurate submissions from field teams.
- Organize Critical Project Records
Create and maintain job binders, inspection forms, and documentation for easy access and compliance.
- Assist with Vendor & System Processes
Support vendor onboarding, maintain databases, and assist with administrative workflows.
Work closely with engineers, sales teams, field staff, and vendors to keep projects running smoothly.
- Improve Processes & Efficiency
Identify opportunities to streamline workflows, clean up systems, and enhance operational efficiency.
What You Bring
- Exceptional organizational skills and ability to juggle multiple priorities
- Strong attention to detail with a focus on accuracy and data integrity
- Confidence managing multiple projects and deadlines simultaneously
- Experience with project tracking systems, reporting tools, and payroll/timekeeping software
- Clear, professional written and verbal communication skills
- Ability to collaborate across teams, from field technicians to engineers
- Proficiency in Microsoft Teams, Excel/spreadsheets, and document management systems
Preferred Experience
- Background in project coordination or project administration
- Experience supporting engineering, manufacturing, or field-based operations
- Familiarity with labor tracking, payroll systems, or job costing
- Experience supporting sales or technical teams
Why Join Us?
- Be part of a collaborative, high-performing team
- Play a key role in driving project success and operational excellence
- Gain exposure to engineering, field operations, and cross-functional teams
- Opportunity to grow your career in a dynamic technical environment
If you thrive in a fast-paced environment and enjoy bringing order to complex processes, we want to hear from you!