[Remote] Administrative Coordinator

Note: The job is a remote job and is open to candidates in USA. Sparks Wiz Limited, an engineering consulting firm, is hiring an Administrative Coordinator to support office operations and project management. The role coordinates scheduling, communications, document management, client and vendor interactions, and administrative support for engineering teams.

Responsibilities

• Oversee daily office operations, ensuring efficient workflow and handling of administrative tasks
• Coordinate office logistics, including maintaining office supplies, managing equipment, and liaising with vendors and service providers
• Organize and manage office events, meetings, and team activities, including setting up venues and arranging catering
• Assist project managers with project coordination, including scheduling meetings, tracking project milestones, and managing project documentation
• Prepare and maintain project plans, status reports, and deliverables, ensuring timely and accurate completion of tasks
• Coordinate with engineering teams and clients to gather information, prepare reports, and track project progress
• Manage calendars for senior staff, including scheduling appointments, meetings, and travel arrangements
• Serve as a liaison between clients, vendors, and internal teams, ensuring clear and effective communication
• Prepare and distribute internal and external communications, such as memos, emails, and notices
• Develop, format, and maintain various documents, including contracts, proposals, and reports
• Organize and manage electronic and physical filing systems, ensuring easy access to documents and adherence to confidentiality standards
• Assist in the preparation and submission of regulatory and compliance documentation
• Provide administrative support to executives and engineering staff, including drafting correspondence, preparing presentations, and conducting research
• Handle administrative tasks such as data entry, maintaining databases, and managing office correspondence
• Process invoices, track expenses, and assist with budgeting and financial reporting
• Coordinate client meetings, presentations, and interactions, ensuring a professional and positive client experience
• Manage relationships with vendors and contractors, including negotiating terms, processing orders, and overseeing service delivery
• Ensure adherence to company policies, procedures, and industry regulations
• Assist with quality assurance activities, including reviewing processes and implementing improvements
• Support special projects and initiatives as assigned, including research, data analysis, and implementation of new systems or processes
• Participate in firm-wide projects and contribute to strategic planning and execution

Skills

• Associates degree or equivalent experience considered
• Previous experience in an administrative or coordination role
• Strong verbal and written communication skills, with the ability to interact effectively with clients, staff, and stakeholders
• Excellent organizational and multitasking abilities, with keen attention to detail and accuracy
• Ability to handle complex tasks and resolve issues efficiently and effectively
• Proven ability to handle sensitive information with discretion and confidentiality
• Bachelors degree in Business Administration, Management, Engineering, or a related field preferred
• Preferably in an engineering or consulting environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software and project management tools
• Experience with project management software (e.g., MS Project, Asana, Trello) and CRM systems
• Basic understanding of engineering terminology and project workflows
• Knowledge of financial software and basic accounting principles

Benefits

• 401(k)
• Dental insurance
• Health Insurance
• Life Insurance
• Paid time off
• Parental leave
• Remote work; open to candidates within the United States.

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