Administrative Coordinator

Administrative Coordinator

Las Vegas, Nevada, United States

$ 32.00 - 55.00 (US Dollar)

This position is strictly open for candidates within the United States.

Key Responsibilities:

Office Coordination:

• 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.

Project Support:

• 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.

Scheduling and Communication:

• 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.

Document Management:

• 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.

Administrative Support:

• 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.

Client and Vendor Management:

• 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.

Compliance and Quality Assurance:

• Ensure adherence to company policies, procedures, and industry regulations.
• Assist with quality assurance activities, including reviewing processes and implementing improvements.

Special Projects:

• 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.

Qualifications:

• Education: Bachelors degree in Business Administration, Management, Engineering, or a related field preferred; Associates degree or equivalent experience considered.
• Experience: Previous experience in an administrative or coordination role, preferably in an engineering or consulting environment.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software and project management tools.
• Communication: Strong verbal and written communication skills, with the ability to interact effectively with clients, staff, and stakeholders.
• Organization: Excellent organizational and multitasking abilities, with keen attention to detail and accuracy.
• Problem-Solving: Ability to handle complex tasks and resolve issues efficiently and effectively.
• Confidentiality: Proven ability to handle sensitive information with discretion and confidentiality.

Preferred Skills:

• 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.

Job Type:

• Full time

Pay:

• $32.00 - $55.00 per hour

Expected hours:

• 40 hours per week

Benefits:

• 401(k)
• Dental insurance
• Health Insurance
• Life Insurance
• Paid time off
• Parental leave

Schedule:

• Monday to Friday

Work location:

• Remote

This position is open to candidates within the United states, Dallas TX, Seattle DC, Oklahoma City OK and Raleigh NC.

People with a criminal record are encouraged to apply

Sparks Wiz Limited is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Package Details:

• 401(k)
• Dental insurance
• Health Insurance
• Life Insurance
• Paid time off
• Parental leave

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