Administrative Coordinator

Job Description

Job Description

Purpose

The Administrative Coordinator provides administrative and logistical support to IK Systems field operations. The position reports to the EVP of Operations and supports the directors and managers of Operations, the Project Management Office, and Service. Responsibilities include consolidating and maintaining the field technician schedule from Project Management Office and Service requests, arranging and managing travel for field and corporate personnel, administering the company vehicle fleet, maintaining compliance and certification records in coordination with the Director of Compliance, and providing administrative support to Operations leadership. The position requires the exercise of judgment in balancing operational requirements against budget constraints, in allocating technician assignments among competing project and service demands, and in adjusting travel and logistics arrangements in response to changing field and jobsite conditions.

 

Essential Duties and Responsibilities (The How)

Operations

• Assigns and sequences technicians against project schedules, contractual service obligations, and emergency dispatch by matching assignment to certification, licensure, and site-access clearance, not availability alone.

• Arrange and adjust all field and corporate travel, including airfare, lodging, rental vehicles, and ground transportation, sequencing arrivals against jobsite start times and site access windows, rebooking as weather, site conditions, or emergency dispatch require, and keeping itineraries accessible to field teams and their supervisors.

• Evaluate travel options on total cost to the company, including fare, routing, lodging, timing, and associated labor time, and commit expenditures above budgeted amounts where a lower-priced option would result in greater overall cost.

• Reconcile travel and company card charges with Finance, and report travel spend against project budgets to the assigned Project Manager and the EVP of Operations.

• Support the directors and managers of Operations, the Project Management Office, and Service with meeting coordination, document preparation, correspondence, and shared operational trackers.

• Communicate project awards, crew assignments, and operational updates to the field.

• Coordinate new hire onboarding logistics with the HR Operations Coordinator.

Field Support

• Manage the company fleet, including preventive maintenance and repair scheduling around crew assignments, new vehicle acquisition, registration, titling, DMV reporting, and insurance enrollment.

• Administer vehicle credentials and accounts, including parking passes, toll transponders, and fuel cards.

• Maintain fleet records so that vehicle status, assignment, and service history are current and available to Operations leadership.

Safety and Compliance

• Serve as an active member of the company safety committee, perform field safety checks, and report findings to the committee and Operations leadership.
  • the committee and Operations leadership.
  • Partner with the Director of Compliance on compliance documentation and reporting, including assembling records for internal reviews, customer audits, and regulatory requests.
  • Track technician certifications, licenses, and required training, notifying supervisors ahead of expiration and escalating gaps to the Director of Compliance and the EVP of Operations.
  • Performs additional duties as assigned.

   

  Skills and Competencies (What We Are Looking For)

   

  Minimum Requirements