Administrative Services Specialist
Job Description
Position Summary
We are seeking a proactive and detail-oriented Administrative Coordinator to support our Engineering organization. The successful candidate will manage day-to-day administrative operations, coordinate procurement activities, support travel and logistics, maintain documentation, and help ensure the smooth execution of operational processes.
This role requires excellent organizational skills, attention to detail, and the ability to work effectively with Engineering, Finance, Procurement, HR, IT, Facilities, and external suppliers. The ideal candidate enjoys working in a dynamic technology environment and takes pride in helping technical teams operate efficiently.
Key Responsibilities
Procurement and Order Management
• Create and manage purchase requisitions and purchase orders.
• Coordinate supplier quotations and vendor communications.
• Support vendor onboarding activities and related documentation.
• Track hardware, software, development boards, laboratory equipment, and prototype orders.
• Follow up on approvals, deliveries, invoices, and payment status.
• Maintain procurement records and documentation.
• Coordinate shipment tracking and logistics activities.
Administrative Support
• Provide administrative support to engineering managers and team members.
• Manage departmental documentation, records, and filing systems.
• Maintain distribution lists, organizational records, and team documentation.
• Coordinate internal approval workflows and signature processes.
• Support onboarding activities for new employees and contractors.
• Assist with equipment requests, workspace setup, and access coordination.
• Prepare reports, trackers, and administrative summaries as needed.
Vendor and Facility Coordination
• Act as the primary administrative interface with suppliers and service providers.
• Coordinate office and laboratory operational requirements.
• Assist with inventory tracking of engineering assets and development equipment.
• Support facility-related requests and maintenance coordination.
• Coordinate shipping and receiving activities for engineering materials and samples.
Team Operations
• Organize team meetings, workshops, training sessions, and visitor logistics.
• Coordinate meeting rooms, catering, and event arrangements.
• Support team-building activities and employee engagement events.
• Assist with departmental communications and announcements.
• Support execution of operational processes and internal compliance requirements.
Travel and Expense Support
• Coordinate domestic and international travel arrangements.
• Support visa requests, invitation letters, and travel documentation.
• Assist employees with expense submissions and reimbursement tracking.
• Maintain travel approval records and documentation.
Requirements
Function: Manufacturing
Experience Level: Associate