Administrative Coordinator

IK Systems•Victor, NY

5d•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 position consolidates and maintains technician schedules, arranges and manages 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. It requires judgment in balancing operational requirements against budget constraints, assigning technicians among competing project and service demands, and adapting travel and logistics to changing field and jobsite conditions. The role is primarily office-based and uses standard office equipment. It involves prolonged sitting and computer use, frequent communication by phone, email, and messaging, and frequent same-day priority changes driven by field and jobsite conditions. Occasional travel to client meetings, jobsites, industry events, or training sessions may be required. The coordinator must comply with company safety policies and participate in training as needed. IK Systems describes itself as a full-service low-voltage systems provider delivering surveillance, security, networking, communications, and digital signage solutions to mission-critical industries. The company highlights a team-driven culture, career growth, learning, and work-life balance.

Requirements

High school diploma or equivalent.
At least 3 years of experience 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 relied on across a team.
Strong organization and attention to detail, with the ability to manage multiple concurrent commitments accurately.
Sound judgment when evaluating cost and logistics options.
Ability to support multiple department leaders 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.

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 against project schedules, contractual service obligations, and emergency dispatch, matching assignments to certifications, licenses, and site-access clearances.
Arrange and adjust field and corporate travel, including airfare, lodging, rental vehicles, and ground transportation; sequence arrivals around 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 fare, routing, lodging, timing, and associated labor time, and commit expenditures above budget where a lower-priced option would result in 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 leadership 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 covering vehicle status, assignment, and service history for Operations leadership.
Serve as an active member of the company safety committee, perform field safety checks, and report findings to the committee and Operations leadership.
Partner with the Director of Compliance on compliance documentation and reporting, including assembling records for internal reviews, customer audits, and regulatory requests.
Track technician certifications, licenses, and required training; notify supervisors ahead of expirations and escalate gaps to the Director of Compliance and EVP of Operations.
Perform additional duties as assigned.