Administrative Coordinator

IK Systems • Town of Victor, NY

6d • $23 - $27 • Onsite

About The Position

The Administrative Coordinator provides administrative and logistical support to IK Systems field operations. Reporting to the EVP of Operations, the role supports the directors and managers of Operations, the Project Management Office, and Service. The coordinator maintains technician schedules, arranges travel, administers the company vehicle fleet, maintains compliance and certification records in coordination with the Director of Compliance, and provides administrative support to Operations leadership. The position requires judgment in balancing operational needs against budget constraints, allocating technicians among competing project and service demands, and adjusting travel and logistics in response to changing field and jobsite conditions.

The role coordinates technician assignments, manages field and corporate travel and related expenses, supports operational communications and trackers, manages fleet records and accounts, participates in safety activities, and supports compliance documentation, audits, and certification tracking. The position is primarily office-based, with occasional travel to client meetings, jobsites, industry events, or training sessions.

Requirements

• High school diploma or equivalent.
• At least 3 years supporting field operations, logistics, or multiple department leaders in construction, field services, or a comparable technical environment.
• Experience arranging business travel.
• Valid driver's license.
• OSHA 10 and OSHA 30 certifications required within 1 year of employment.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Experience maintaining shared records and trackers used across a team.
• Strong organizational skills and attention to detail, including the ability to manage multiple concurrent commitments accurately.
• Sound judgment when evaluating cost and logistics options.
• Ability to support multiple department leaders simultaneously and prioritize competing requests.
• Clear and direct written and verbal communication, including communicating schedule and arrangement changes to affected personnel.
• Discretion in handling confidential personnel, financial, and compliance information.
• Ability to comply with company safety policies and participate in training sessions as needed.

Nice To Haves

• Experience in construction, low-voltage, or a related technical field.
• Associate or bachelor's degree in Business Administration, Construction Management, or a related field.
• Fleet administration or vehicle-records experience.
• Experience arranging travel for personnel working across multiple states.
• Compliance recordkeeping or audit-support experience.
• Experience with a corporate travel booking or expense platform.
• Experience with fleet or asset-tracking systems.

Responsibilities

• Assign and sequence technicians according to project schedules, contractual service obligations, and emergency dispatch needs, matching assignments to certifications, licenses, and site-access clearances.
• Arrange and adjust field and corporate travel, including airfare, lodging, rental vehicles, and ground transportation; coordinate arrivals with jobsite start times and access windows; rebook as conditions change; and keep itineraries accessible to field teams and supervisors.
• Evaluate travel options based on total company cost, including fares, routing, lodging, timing, and associated labor time, and approve spending above budget when a lower-priced option would create greater overall cost.
• Reconcile travel and company card charges with Finance and report travel spending against project budgets to the assigned Project Manager and EVP of Operations.
• Support Operations, the Project Management Office, and Service leaders with meeting coordination, document preparation, correspondence, and shared operational trackers.
• Communicate project awards, crew assignments, and operational updates to field personnel.
• Coordinate new-hire onboarding logistics with the HR Operations Coordinator.
• Manage the company fleet, including preventive maintenance and repair scheduling, vehicle acquisition, registration, titling, DMV reporting, and insurance enrollment.
• Administer vehicle credentials and accounts, including parking passes, toll transponders, and fuel cards.
• Maintain current fleet records, including vehicle status, assignment, and service history, for Operations leadership.
• Participate as an active member of the company safety committee, conduct field safety checks, and report findings to the committee and Operations leadership.
• Partner with the Director of Compliance on compliance documentation and reporting, including records for internal reviews, customer audits, and regulatory requests.
• Track technician certifications, licenses, and required training; notify supervisors before expiration and escalate gaps to the Director of Compliance and EVP of Operations.
• Perform additional duties as assigned.

Benefits

• Retirement plan with company matching.
• Comprehensive health benefits.
• Flexible work options.
• Continuous learning and industry certifications.
• Opportunities to work with cutting-edge technology.
• Competitive compensation.
• Team-driven culture emphasizing innovation, collaboration, and work-life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED