Administrative Coordinator

Job Title: Engineering Administrative Support Specialist
Job Description
This role provides comprehensive administrative support to the engineering functions within the paint, plastics, and press departments in a production and manufacturing environment. The specialist manages departmental administrative processes, supports budgeting and purchasing activities, coordinates logistics for team members, and maintains accurate records and visual management tools to help the department operate efficiently and effectively.
Responsibilities

• Provide administrative support across the paint, plastics, and press departments to ensure smooth daily operations.
• Manage departmental budgeting activities, including setting up and tracking project accounts, purchase orders, travel expenses, and team relations expenses.
• Consolidate and prepare monthly accruals for multiple shops and ensure information is accurate and submitted on time.
• Update, prepare, cut, and post visual boards and other visual management tools to keep team information current and clearly displayed.
• Submit and track IS (Information Systems) requests to support departmental technology and system needs.
• Create and maintain production team member floor files for new hires, ensuring all documentation is accurate and complete.
• Order supplies, coordinate deliveries, and maintain appropriate inventory levels to support department operations.
• Track and manage paint suits and other related items to ensure adequate availability and proper documentation.
• Coordinate lunch orders and deliveries for meetings, events, or team needs as requested.
• Support internal and external audits in multiple categories, including MCAP, environmental, QMS, and Australian transportation requirements, by preparing documentation and organizing records.
• Respond to requests for support in scheduling travel arrangements, including air travel, rental cars, and hotel accommodations.
• Prepare, process, and track expense reports in accordance with company policies and deadlines.
• Maintain record retention systems and ensure documents are organized, accessible, and compliant with retention requirements.
• Schedule conference rooms and organize meetings, including preparing materials and communicating details to participants.
• Support Level 4 Ringi processes by coordinating documentation, routing approvals, and tracking status.
• Perform data entry and maintain databases, spreadsheets, and reports to support department metrics and decision-making.
• Create and update key performance indicators (KPIs) and ensure they are accurately reported and visually displayed.
• Communicate effectively with all levels of the organization to gather information, provide updates, and resolve administrative issues.
• Multi-task and prioritize competing requests while maintaining accuracy and meeting deadlines.

Essential Skills

• At least 3 years of administrative support experience.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong computer skills and ability to quickly learn and use new systems and tools.
• Experience with budgeting processes, including creating purchasing requisitions and processing payments.
• Experience creating and updating KPIs and related reports.
• Strong data entry skills with high attention to detail and accuracy.
• Ability to quickly analyze situations and make recommendations based on data.
• Strong organizational and multi-tasking abilities to manage multiple priorities simultaneously.
• Very good people skills, with the ability to build effective working relationships.
• Strong verbal and written communication skills, with the ability to communicate with all levels of the organization.
• Ability to support audits by organizing documentation and following established procedures.

Additional Skills & Qualifications

• Experience providing administrative support in a production or manufacturing environment.
• Familiarity with visual management tools and maintaining visual boards.
• Experience coordinating travel arrangements, including flights, rental cars, and hotels.
• Experience preparing and processing expense reports.
• Exposure to audit support in areas such as MCAP, environmental, QMS, or transportation-related requirements.
• Comfort working in a fast-paced environment with evolving priorities.

Work Environment
This position is based in a production and manufacturing setting. The role primarily involves working at a desk in an office area, performing computer-based tasks, preparing documentation, and coordinating administrative activities. The specialist must also be willing to regularly go onto the production floor to support the paint, plastics, and press departments, gather information, update visual boards, and coordinate with production team members. The environment is dynamic and fast-paced, requiring responsiveness to operational needs and flexibility to support multiple departments. Standard office technology and Microsoft Office applications are used daily, and collaboration with cross-functional teams is frequent.
Job Type & Location
This is a Contract position based out of San Antonio, TX.
Pay and Benefits
The pay range for this position is $24.00 - $26.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in San Antonio,TX.
Application Deadline
This position is anticipated to close on Jun 30, 2026.
About Actalent


Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.


The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.


If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io for other accommodation options.



San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.



Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.



Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.