Administrative Coordinator

POSITION SUMMARY: AtomTech is seeking a highly organized, detail-oriented Administrative Coordinator for our Field Services Department to provide cross-departmental administrative and operational support across the organization. This role is responsible for supporting both local and international-based administrative needs and operations. This is an administration-first role focused on execution, documentation, system accuracy and follow-through. Project management involvement is limited to administrative and ERP system support only and does not include project ownership or leadership responsibilities.

MINIMUM QUALIFICATIONS: 

• Bachelor’s degree in Administration, Business, or related experience preferred.
• Proven experience in administrative, operations support, or coordination roles.
• Experience working with ERP systems (i.e. Odoo).
• Experience with Travel Planning and Accommodations
• High attention to detail, documentation accuracy and process discipline.
• Strong organizational, follow-through and prioritization skills.
• High level of professionalism and discretion.

REQUIRED RESPONSIBILITIES:

Field Service Coordination (Primary)

• Coordinate domestic and international travel for field service personnel, including flights, lodging, ground transportation, and itineraries. Maintain constant communication with service and transportation suppliers as well as service resources on assignment.
• Create and manage Travel Requests (Travel REQs) following internal approval workflows.
• Create, update, and track Work Orders in Odoo based on approved service requests.
• Ensure all travel and service-related documentation is accurate, complete, and properly archived.

Time & Expense Administration

• Collect, validate, and prepare timesheets and expense reports from employees and contractors.
• Route timesheets and expense reports for customer approval, once approved internally by the Field Services Manager.
• Deliver approved TS and expense reports to finance for timely invoicing and payroll processing.
• Maintain organized, auditable records of approved time and expense documentation.

Systems & ERP Support (Odoo)

• Provide administrative support for Odoo Resource, Project and purchasing modules including:
  • Administrative updates to project records and task status (Work Order)
  • Odoo Resource module database updates in coordination with the Service Manager
  • Project and Purchasing module training and support.

Communication & Collaboration (Critical)

• Communicate daily with international-based teams as required, communication with Finance, Compliance, HR and Administration.
• Participate in meetings, follow-ups and written communication.
• Ensure clarity, accuracy, and timely follow-up across teams and time zones.
• Maintain professionalism in all customer-facing interactions

HOURS OF OPERATION & EXPECTATIONS: 

This role includes mandatory on-call support for urgent field services needs outside of standard business hours. All on-call work will be compensated in accordance with applicable wage and hour laws. Additionally, a $3,900.00 Annual On-Call Stipend will be included in total salaried wages.

On-call coverage may include:

• Weekday evenings (M - F after 7:00 PM)
• Weekends (Friday evening through Sunday evening)

In the event after-hours work is required, employees are expected to:

• Respond in a timely and professional manner
• Accurately record all time worked 

• Medical Insurance – Up to 100% Employer Contribution on select plans!
• Dental & Vision Insurance
• 401K Retirement Plan + Employer Match
• Generous PTO – Accruals Begin Day One!
• Tuition Reimbursement
• Employer Sponsored Travel 
• Flexible Work Schedule
• Opportunity for Growth, Career Advancement and more!

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