Sr. Administrative Assistant, Engineering

Job Description

Job Description

POSITION PURPOSE:

The Senior Administrative Assistant, Engineering position will support Process Engineering, Automation, Design Services, Electrical Engineering, and Plant Services.

Administrative Coordination and Communication

• Support team-wide organization, communication, and collaboration across departments.
• Manage Outlook calendars and email communications, coordinating with internal and external customers to schedule meetings.
• Schedule and organize Lunch-and-Learn sessions, coordinate with vendors, send invitations, reserve conference rooms, order and pick up food, and handle setup and cleanup.
• Gather data and maintain the department schedule and calendar of activities.
• Assist with creation and updates to the department intranet site.

Document Control and Project Support

• Update the transmittal database with inbound and outbound documents and prepare transmittals for all outbound drawings.
• Print, assemble, and distribute drawings or startup training books as requested.
• Organize and track documents for projects; issue final deliverables to internal and external customers, and file master copies for reference.
• Maintain the Power BI New Jobs Report and enter new projects into Socketworx on a weekly basis.
• Order Engineering Codes and Standards as needed.

Licensing, Compliance, and Reporting

• Research professional development hour requirements for PE licenses, prepare new applications and renewals, maintain SharePoint and Socketworx files, and update NCEES records with completed courses as needed.
• Coordinate with the Project Administrator on business and PE license renewals, especially when firm license renewals depend on applicable PE renewals.
• Complete monthly FM Global updates, including FM property loss prevention data sheets.
• Create and maintain reports, charts, scorecards, presentations, and other materials for department goals, capacity, and workload tracking.
• Assist the Senior Manager, Process Engineering, with annual budget preparation and participate in monthly budget reviews.

Financial Administration

• Process D365 expense reports and timesheet approvals for supported departments, including entering per diem for Plant Services and Automation team members.
• Collect weekly timesheets, process expense reports, and other approval documents; verify proper coding and supporting documentation.
• Reconcile department staff p-card transactions and code charges in DocLink.
• Manage the K-Tag account for the Plant Services team.

Office Operations and Team Support

• Stock the second-floor breakroom and department supplies, coordinating orders with front office staff.
• Provide backup support for the front desk during lunches, department meetings, and absences; assist other department administrators as needed.
• Prepare workspaces for new employees and assist with onboarding.
• Order business cards, hard hats, safety glasses, and p-cards.
• Book last-minute travel as needed, coordinating with the Travel Coordinator when necessary.

Shipping, Facilities, and Logistics

• Prepare FedEx shipments by weighing packages, printing labels, and ensuring timely delivery. 
• Submit maintenance work tickets, coordinate conference room setups, and request door unlocking as needed.

Education/Certification:  

• Associates degree preferred

Required Knowledge & Experience:  

• 3-5 years administrative experience required
• Sound knowledge of Microsoft Office Suite, MS Access and MS Project required
• Knowledge of general office equipment required
• Strong business math skills required
• Previous experience with an ERP system preferred