Engineering Coordinator (Administrative)

About the role

The Administrative Coordinator provides comprehensive administrative, operational, and coordination support across the Engineering and Maintenance department. This role supports departmental leadership and broader team operations by enabling effective communication, coordinating workflows, supporting reporting processes, and ensuring alignment of day-to-day activities with business priorities.

Responsibilities

• Coordinate day-to-day administrative and operational activities across the Engineering and Maintenance department to support business continuity and efficiency.
• Facilitate communication flow between leadership, team members, and cross-functional partners.
• Support planning, scheduling, and coordination of departmental meetings, initiatives, and recurring business activities.
• Track action items, follow-ups, and deliverables to support timely execution across teams.
• Maintain organized records, files, and administrative documentation in support of departmental operations.
• Handle sensitive and confidential information with discretion, accuracy, and professionalism.
• Coordinate departmental meetings, workshops, business reviews, leadership sessions, onboarding activities, and special events.
• Manage end-to-end meeting logistics, including scheduling, room reservations, conference room setup requests, agendas, participant coordination, and follow-up communications.
• Cater and manage meal arrangements for meetings and departmental activities.
• Create purchase requisitions, purchase orders, or other required transactions to secure external resources, services, and event-related support.
• Cook up logistical needs related to travel, meals, materials, room setup, and participant experience to ensure successful execution of activities.
• Ensure conference rooms, meeting spaces, and event arrangements are properly confirmed and aligned with operational requirements.
• Support onboarding preparation for new hires within the department.
• Aid in the preparation of welcome items, workspace-related coordination, locker assignments, distribution list updates, and related onboarding tasks.
• Coordinate and communicate onboarding-related actions with supervisors and internal partners to support a positive new hire experience.
• Support procurement activities using Ariba, including purchase requisitions, non-catalog transactions, invoice processing, and reconciliation of expenses.
• Coordinate Expense Authorization Request (EAR) processes, including review of supporting documentation, preparation of files, routing through DocuSign, tracking approvals, and follow up with Fixed Assets and Finance for SAP Internal Order creation.
• Support Concur reporting for corporate credit card expenses, including preparation, documentation review, receipt management, and report submission in compliance with company policy.
• Maintain trackers, records, and supporting files related to EARs, purchase orders, invoices, and departmental administrative processes.
• Maintain and update operational data, dashboards, trackers, and key performance indicators to support monthly reporting and business reviews.
• Prepare and maintain people related statistics and workforce metrics for Deep Dive presentations, Tier meetings, and other leadership review forums.
• Support development of reports, presentations, and business materials that provide visibility into departmental performance and trends.
• Compile, organize, and validate information used for leadership reviews, department reporting, and operational follow up.
• Ensure data accuracy, consistency, and timely availability across reporting tools and communication outputs.
• Manage and maintain departmental communication tools such as distribution lists, calendars, eBoards, internal pages, and other communication platforms.
• Create visual and written communication materials using Canva and other tools to support employee communications, promotions, and departmental messaging.
• Develop, design, and publish official departmental announcements and communication content across platforms such as email, Collab, and other internal channels.
• Own and manage the Engineering and Maintenance newsletter end to end, including content creation, design, coordination, and publication.
• Support the creation, design, and publication of additional newsletters, including MRO, OES, and Reliability, in collaboration with key stakeholders.
• Publish and manage digital content on eBoards using Appspace tools, ensuring timely and accurate display of departmental communications.
• Update digital content and visual communications for departmental platforms, including eBoards and iNet pages, as permitted by access and training.
• Prepare written communications, presentations, and supporting documentation for leadership and departmental use.
• Ensure all communications are accurate, timely, professional, and aligned with business priorities, CSL Branding and standards.
• Coordinate business travel arrangements, including flights, hotels, rental cars, and related logistics in Concur, in compliance with CSL travel policies.
• Maintain travel confirmations and provide travelers with complete itinerary information and supporting documentation.
• Cook up visitor logistics, including site access communications, security notifications, visitor support, and related administrative arrangements.
• Support guest access needs such as visitor coordination and internet access guidance when applicable.
• Facilitate logistical planning for internal and external participants involved in departmental meetings, visits, and activities.

Qualifications and Experience

• Bachelor's degree in Business Administration or a related field required.
• Master's degree preferred.
• Minimum of five (5) years of experience in an administrative, business operations, or coordination role supporting executive or senior leadership within a corporate, manufacturing, or global organization.
• Demonstrated experience managing complex administrative operations, including executive support, departmental coordination, and cross-functional initiatives.
• Proven experience coordinating high-level meetings, business reviews, leadership forums, and large-scale departmental activities.
• Experience managing procurement, financial processes, and administrative workflows, including systems such as SAP, Ariba, Concur, and DocuSign.
• Strong experience in reporting, data management, and preparation of business insights, including workforce or operational metrics for leadership presentations.
• Experience leading internal communications, including development of announcements, newsletters, and digital content across multiple platforms.
• Experience coordinating travel, events, vendors, and external service providers in a corporate environment.
• Experience working in a regulated industry such as pharmaceutical, biotech, or manufacturing preferred.
• Demonstrated ability to operate with a high level of autonomy, prioritize competing demands, and support executive level decision-making.