Technical Services Administrative Assistant

About the role

Join our team as a Technical Services Administrative Assistant (Project Coordinator) and support field operations, engineering, and sales teams from project kickoff to closeout.

Responsibilities

• Drive Project Setup & Coordination
• Initiate projects by setting up jobs, coordinating systems (IQ, Teams), and ensuring everything is in place for a successful launch.
• Own the Project Closeout Process
• Wrap up projects efficiently by auditing, exporting, and closing out jobs and Teams while maintaining clean, organized records.
• Be the Go-To for Data & Documentation
• Maintain accurate project trackers, job databases, and documentation systems that keep teams aligned and informed.
• Support Communication & Reporting
• Draft and refine customer communications, generate reports, and deliver weekly project updates.
• Ensure Accuracy in Labor & Payroll Data
• Conduct daily labor hour reviews, corrections, and audits to ensure accuracy and compliance.
• Keep Field Operations on Track
• Manage on-site work reports, ensuring timely and accurate submissions from field teams.
• Organize Critical Project Records
• Create and maintain job binders, inspection forms, and documentation for easy access and compliance.
• Affiliate with Vendor & System Processes
• Support vendor onboarding, maintain databases, and assist with administrative workflows.
• Collaborate Across Teams
• Work closely with engineers, sales teams, field staff, and vendors to keep projects running smoothly.
• Improve Processes & Efficiency
• Identify opportunities to streamline workflows, clean up systems, and enhance operational efficiency.

Qualifications

• Exceptional organizational skills and ability to juggle multiple priorities
• Strong attention to detail with a focus on accuracy and data integrity
• Confidence managing multiple projects and deadlines simultaneously
• Experience with project tracking systems, reporting tools, and payroll/timekeeping software
• Clear, professional written and verbal communication skills
• Ability to collaborate across teams, from field technicians to engineers
• Proficiency in Microsoft Teams, Excel/spreadsheets, and document management systems

Preferred Experience

• Background in project coordination or project administration
• Experience supporting engineering, manufacturing, or field-based operations
• Familiarity with labor tracking, payroll systems, or job costing
• Experience supporting sales or technical teams