Remote Engineering Coordinator

Kastle Systems•Short Pump, VA

5h•Remote

About The Position

i2G Systems is hiring a fully remote Engineering Coordinator to bridge executive operations and day-to-day engineering workflows. The role provides administrative support to engineering leadership while coordinating project documentation, team activities, and cross-functional communications. The coordinator helps maintain smooth technical and departmental operations, including engineering task workflows, project and quote tracking, departmental records, and management reporting. Candidates may reside anywhere in the U.S.; applicants based in Plymouth, Michigan; Columbus, Ohio; or Sterling, Virginia are preferred.

Requirements

1–3 years of blended experience in project coordination, technical administration, or executive assistant support; experience in a fast-moving coordinator or administrative assistant role is also specified.
High proficiency with Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
Exceptional calendar management, multitasking, organization, attention to detail, and document-control skills in a fast-paced environment.
Polished verbal and written communication skills, with the ability to interact professionally with C-suite leaders, technical engineers, subcontractors, and clients.
Proactive problem-solving mindset and discretion when handling confidential executive and operational data.
Associate or Bachelor’s degree in Business Administration, Communications, or a related technical discipline preferred, or equivalent practical experience.

Nice To Haves

Experience in engineering, physical security, low-voltage systems, or construction technology.
Familiarity with project tracking tools such as Asana, Jira, or Smartsheet.
Candidates based in Plymouth, MI; Columbus, OH; or Sterling, VA are preferred.

Responsibilities

Manage the administrative workflow of engineering task requests through Smartsheet, including reviewing requests for completeness, coordinating assignments, tracking ownership and deadlines, and reporting status to engineering leadership.
Monitor engineering workload, resource allocation, overdue tasks, and outstanding action items.
Maintain centralized tracking of active projects, quotes, milestones, and engineering deliverables; coordinate requirements with Sales and Operations; and track assignments, deadlines, SLAs, and milestones.
Verify documentation is complete before reviews are scheduled, maintain a 30/60/90-day workload outlook, and escalate potential scheduling, resource, or documentation issues.
Provide administrative and operational support to the VP of Engineering and Engineering Managers.
Coordinate departmental meetings, calendars, agendas, and meeting materials; document minutes, decisions, and action items; and follow up on actions through completion.
Coordinate departmental onboarding, training, equipment, software, and system access; maintain training, certification, and professional-development records.
Maintain engineering procedures, SOPs, templates, standards, administrative documentation, document-control practices, and departmental records.
Assist with departmental process implementation, coordinate document reviews, and identify opportunities to improve workflows, communication, and efficiency.
Assist with creating reports, presentations, procedures, and other management documentation.
Coordinate administratively among Engineering, Sales, Operations, Procurement, Finance, HR, and other departments; track information requests and outstanding actions; and communicate project, quote, training, and resource requirements to stakeholders.
Support engineering leadership with departmental planning, reporting, special projects, process improvements, and organizational initiatives; prepare management reports, dashboards, and presentations.
Perform other departmental responsibilities and duties as assigned.