Job Details

The Engineering Office Administrator serves as the central hub for our engineering campus. This role is responsible for ensuring project deliverables stay on track, managing the logistical complexities of a traveling workforce, and maintaining a high-functioning facility. You will be the primary bridge between Engineering, Finance, HR, and Facilities to ensure our technical teams can focus on innovation without administrative friction.

Key Responsibilities

1. Project & Performance Tracking

• Prolink Deliverable Management: Actively monitor Prolink Engineering requirements; follow up with stakeholders to drive tasks to closure and ensure no deadlines are missed.
• Support Hour Oversight: Manage weekly and monthly hour submissions for the reporting team. Ensure all entries are timely and accurate to maintain data integrity for project billing and planning.
• Financial Liaison: Partner with the Finance team to consolidate monthly reporting and provide administrative support for departmental financial audits.

• Campus Travel Command: Act as the single point of contact for all campus travel. Maintain a real-time tracking log to support the team during emergency situations or last-minute changes.
• Travel Concierge: Manage priority changes, including extensions and redirections. Handle direct communications with travel agencies (e.g., American Express) to save engineers' time and minimize project delays.

• Facility Requests: Author and manage BREQs (Business Requests) for facility maintenance and upgrades.
• Contractor Coordination: Serve as the primary on-site contact for facility contractors when the Facilities Lead is traveling or off-site.
• Space Planning: Lead "people movement" initiatives, including the build-out of new areas, cubicle reconfigurations, and future multi-building expansion projects.

• Seamless Onboarding: Coordinate with IT, HR, and Facilities to ensure all new hires have the equipment, access, and workspace ready for Day 1.
• Training Management: Work with technical leads to maintain, update, and schedule training classes to ensure the team's skills remain current.

• Event Leadership: Lead the planning and execution of team-building activities and campus traditions (e.g., Summer BBQs, March Madness, Potlucks, and Take Your Kid to Work Day).
• Customer Hospitality: Maintain the customer visit calendar. Ensure the campus is "tour-ready" and that all support staff are prepared for high-profile visits.

• Experience: 5+ years in office management, project coordination, or operations, preferably within an engineering or technical environment.
• Communication: Strong "chasing" skills-the ability to firmly but professionally drive people toward deadlines.
• Problem Solving: A calm-under-pressure mindset for handling travel emergencies and facility issues.
• Tools: Proficiency in Prolink (or similar PLM tools), advanced Excel for hour tracking, and project management software.