Engineering Administrator - Supervising Associate

About the role

We are seeking a highly organized Engineering Administrator to serve as the operational backbone of a fast-moving engineering organization. This role owns the software license lifecycle, manages vendor and supplier relationships, handles procurement and purchasing, tracks and supports the team's operational budget, coordinates onboarding and offboarding logistics, maintains hardware and asset inventory, administers access and account requests, keeps team documentation and records organized, supports compliance and audit readiness, and serves as a central point of coordination.

Responsibilities

• Own the software license lifecycle: procuring, renewing, tracking, reallocating, and retiring licenses and SaaS subscriptions, ensuring engineers always have the tools they need and that nothing lapses or goes unused.
• Manage vendor and supplier relationships: coordinating quotes, contracts, renewals, and points of contact, and act as the primary liaison for engineering tooling and services providers.
• Handle procurement and purchasing: raising purchase requests and orders, tracking approvals, reconciling invoices, and following items through delivery.
• Track and support the team’s operational budget: monitoring spend against tooling and licensing budgets, flagging variances, and maintaining clear, up-to-date records for leadership.
• Cook up onboarding and offboarding logistics: arranging accounts, hardware, access requests, and tool provisioning for new joiners, and ensuring clean, complete deprovisioning when people move on.
• Maintain hardware and asset inventory: tracking equipment assignments, coordinating repairs and replacements, and keeping accurate records of what the team holds.
• Administer access and account requests: submitting, tracking, and following up on approvals across systems and tools, and keeping shared access records current.
• Keep team documentation and records organized: maintaining trackers, distribution lists, shared drives, standard operating procedures, and other reference materials the team relies on.
• Serve as a central point of coordination: fielding administrative questions, routing requests to the right people, and proactively resolving operational issues that arise day to day.

Requirements

Exceptional organizational skills: able to manage many concurrent tasks, deadlines, and renewals without letting anything slip.

Strong attention to detail and accuracy, particularly with records, budgets, invoices, and tracking.

Proactive, self-directed working style, anticipating needs and acts before issues become blockers.

Excellent written and verbal communication, with a professional, service-oriented approach to internal and external stakeholders.

Comfortable coordinating across multiple functions: procurement, finance, IT, HR, and vendors to get things done.

Sound judgment and discretion when handling budgets, contracts, and sensitive information.

Calm, dependable, and solutions-oriented under competing priorities.

Exceptional proficiency with Microsoft 365 (Outlook, Excel, Word, SharePoint) or equivalent office productivity tools.

Prioritizing multiple workstreams and deadlines simultaneously with a high degree of accuracy.

Excellent interpersonal and communication skills, with a professional and approachable manner.

A self-starter mindset with the reliability to own tasks end to end with minimal oversight.

Experience supporting an engineering, IT, or technology organization.

Familiarity with software licensing, SaaS subscription management, or IT asset management.

Exposure to procurement or purchasing systems and basic budget tracking.

Experience coordinating onboarding/offboarding or access-management processes.

Familiarity with tools such as ServiceNow, Jira, or similar ticketing/tracking systems.

A relevant qualification in business administration, operations, or a related field (or equivalent practical experience).

Qualifications

Bachelor’s Degree in a related field.

3+ years in an administrative, operations, procurement, or coordination role, ideally supporting a technical or professional-services team.

Demonstrated experience managing recurring processes such as renewals, procurement, budgets, or vendor coordination.

Strong proficiency with Microsoft 365 (Outlook, Excel, Word, SharePoint) or equivalent office productivity tools.

Proven ability to track and manage multiple workstreams and deadlines simultaneously with a high degree of accuracy.

Excellent interpersonal and communication skills, with a professional and approachable manner.

A self-starter mindset with the reliability to own tasks end to end with minimal oversight.

Experience supporting an engineering, IT, or technology organization.

Familiarity with software licensing, SaaS subscription management, or IT asset management.

Exposure to procurement or purchasing systems and basic budget tracking.

Experience coordinating onboarding/offboarding or access-management processes.

Familiarity with tools such as ServiceNow, Jira, or similar ticketing/tracking systems.

A relevant qualification in business administration, operations, or a related field (or equivalent practical experience).