As an Administrative Coordinator at Sparks Wiz Limited, an engineering consulting firm, you will be a key player in ensuring the smooth and efficient operation of our administrative functions. You will coordinate various office activities, support project management, and handle a wide range of administrative tasks. Your role is essential in facilitating effective communication, managing resources, and supporting the engineering teams to enhance productivity and client satisfaction. Note: 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 Note: 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.