Engineer Department Administration

Quanta Power Solutions, LLC•Hoover, AL

5d•Onsite

About The Position

Quanta Power Solutions is seeking a highly organized and proactive Engineering Department Administrator to provide administrative and operational support to Engineering leadership and departmental teams. This position plays a critical role in supporting the day-to-day activities of the Engineering Department by coordinating schedules, facilitating communication, managing administrative processes, and ensuring departmental operations run efficiently.

Requirements

Associate’s degree in Business Administration, Office Administration, Project Management, Communications, or related field preferred (or equivalent experience).
3–5+ years of administrative support experience required.
Experience supporting managers, directors, or leadership teams required.
Advanced Microsoft Office Suite
SharePoint and Adobe Acrobat
ERP systems (JD Edwards, Oracle, SAP, or similar)
Expense reporting tools (e.g., Concur)
Familiarity with AI productivity tools (Microsoft Copilot, ChatGPT, or similar)

Nice To Haves

Experience in engineering, construction, EPC, industrial, utility, or technical environments preferred.
Experience with meeting coordination, travel, expense reporting, and purchasing processes preferred.

Responsibilities

Provide administrative support to Engineering leadership, including calendar management, scheduling, and meeting coordination.
Organize internal and external meetings, including agendas, materials, and action item tracking.
Coordinate department meetings, training sessions, workshops, special events, and travel arrangements.
Maintain departmental records, files, and documentation.
Monitor timesheet submissions, send reminders, and assist managers with compliance and reporting.
Support workforce planning by tracking personnel data and departmental resources.
Process expense reports and assist with purchasing activities, including requisitions, small equipment, and departmental supplies.
Coordinate office resources such as software licenses, subscriptions, and materials.
Prepare reports, presentations, spreadsheets, and departmental summaries.
Maintain metrics, dashboards, and staffing reports.
Manage electronic filing systems and document repositories.
Support leadership reporting needs and assist with data collection for departmental initiatives.
Handle confidential and sensitive information with discretion.
Use Microsoft Office, Teams, and SharePoint to manage and distribute documents and support collaboration.
Assist with process improvements and workflow organization.
Leverage AI-enabled tools to enhance efficiency and productivity.