Administrative Coordinator

The Administrative Coordinator is essential to the operational efficiency of Orionyx Engineering Ltd., providing comprehensive administrative support to various departments. This role involves coordinating office activities, managing schedules, and facilitating communication between teams to ensure that projects are executed smoothly and deadlines are met. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to work collaboratively in a fast-paced engineering environment.

This is a remote role strictly for candidates within the United States.

Key Responsibilities:

1. Office Management:
   • Oversee daily office operations, ensuring a productive and organized work environment.
   • Manage office supplies inventory, including procurement, tracking usage, and maintaining stock levels.
   • Coordinate maintenance and repairs of office equipment and facilities, liaising with vendors as necessary.
2. Administrative Support:
   • Provide comprehensive administrative support to engineering teams, including scheduling meetings, managing calendars, and preparing technical documents and reports.
   • Draft, edit, and format correspondence, presentations, and project documentation.
   • Handle incoming and outgoing communications, including emails, phone calls, and mail, ensuring timely responses.
3. Project Coordination:
   • Assist project managers in planning, scheduling, and tracking project timelines and deliverables.
   • Maintain project documentation, including contracts, proposals, and meeting notes, ensuring accurate records are kept.
   • Collaborate with team members to gather project information and facilitate communication among stakeholders.
4. Meeting Coordination:
   • Organize and schedule internal and external meetings, including logistics such as venue booking, catering, and technology setup.
   • Prepare meeting agendas, take minutes, and distribute follow-up materials to ensure action items are tracked and addressed.
   • Coordinate site visits and project-related events, ensuring all necessary resources are available.
5. Data Management:
   • Maintain and update electronic and physical filing systems, ensuring all documentation is easily accessible and organized.
   • Assist in data entry and database management tasks related to projects and administrative functions.
   • Support the preparation and analysis of reports related to project performance, office operations, and resource allocation.
6. Compliance and Policies:
   • Assist in the implementation and enforcement of company policies and procedures related to administrative functions.
   • Ensure compliance with safety regulations and industry standards, especially in project documentation and reporting.
7. Client and Stakeholder Interaction:
   • Serve as a primary point of contact for clients, subcontractors, and vendors, addressing inquiries and facilitating communication.
   • Foster positive relationships with external stakeholders to enhance collaboration and project success.
8. Budget Management:
   • Support departmental budget tracking and management, assisting in expense reporting and invoice processing.
   • Collaborate with the finance department to ensure timely processing of payments and reimbursements.
9. Continuous Improvement:
   • Identify opportunities for process improvements and efficiencies within administrative operations.
   • Participate in training and professional development to stay current with industry practices and tools.

Qualifications:

• Education: Associates or Bachelors degree in Business Administration, Engineering, or a related field preferred; relevant experience may be considered.
• Experience: 3-5 years of experience in an administrative or coordination role, preferably in the engineering or construction industry.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software (e.g., MS Project, Trello).
  • Experience with engineering software (e.g., AutoCAD, Revit) is a plus.
• Interpersonal Skills: Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse teams and stakeholders.
• Organizational Skills: Strong organizational and time management skills, with a keen attention to detail and the ability to multitask effectively.
• Problem-Solving: Analytical and problem-solving abilities, with a proactive approach to addressing challenges.

Working Conditions:

• Remote office environment with typical working hours; may require occasional overtime based on project demands.
• Some travel to project sites may be required

Job Types: Full-time

Pay: From $43.50 - $55.50 per hour

Schedule: Monday to Friday (8 hours daily)

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Vision insurance
• Health insurance
• Life insurance
• Paid time off

Work Location: Remote