Remote Engineering Coordinator

Kastle Systems•Short Pump, VA

12h•Remote

About The Position

The remote Engineering Coordinator serves as a vital bridge between high-level executive operations and day-to-day engineering workflows. This remote role provides executive administrative support to engineering leadership while managing project documentation, team coordination, and cross-functional communications to ensure smooth technical and departmental operations.

Requirements

1 - 3 years of blended experience in project coordination, technical administration, or executive assistant support—preferably within engineering, physical security, low-voltage systems, or construction technology.
High proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
Exceptional calendar management, multi-tasking, 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 mindset with strong discretion handling confidential executive and operational data.
1-3 years prior experience in a fast moving coordinator or administrative assistant role

Nice To Haves

Familiarity with project tracking tools (e.g., Asana, Jira, Smartsheet) is a plus.
Associate or Bachelor’s degree in Business Administration, Communications, or a related technical discipline preferred (or equivalent practical experience).

Responsibilities

Manage the administrative workflow of engineering task requests through Smartsheet.
Review requests for completeness and required documentation.
Coordinate task assignments and maintain accurate ownership.
Monitor deadlines, overdue tasks, and outstanding action items.
Maintain visibility into engineering workload and resource allocation.
Provide recurring task-status reporting to engineering leadership.
Maintain centralized tracking of active projects, quotes, milestones, and engineering deliverables.
Coordinate upcoming project and quote requirements with Sales and Operations.
Track engineering assignments, deadlines, SLAs, and key milestones.
Verify required documentation is complete prior to scheduling reviews.
Maintain a 30/60/90-day outlook of anticipated engineering workload.
Identify potential scheduling, resource, or documentation issues and escalate them appropriately.
Provide administrative and operational support to the VP of Engineering and Engineering Managers.
Coordinate departmental meetings, calendars, agendas, and meeting materials.
Document meeting minutes, decisions, and action items.
Track follow-up activities through completion.
Coordinate departmental onboarding, training, equipment, software, and system access.
Maintain training, certification, and professional-development records.
Maintain engineering procedures, SOPs, templates, standards, and administrative documentation.
Assist with implementation of departmental processes.
Maintain document-control practices and departmental records.
Coordinate document reviews and verify required documentation is complete.
Identify opportunities to improve departmental workflows, communication, and efficiency.
Assist with creation of reports, presentations, procedures, and other management documentation.
Serve as an administrative coordination point between Engineering, Sales, Operations, Procurement, Finance, HR, and other departments.
Track and follow up on information requests and outstanding actions.
Coordinate future engineering requirements associated with upcoming projects and quotes.
Communicate project, quote, training, and resource requirements to appropriate stakeholders.
Provide direct administrative support to Engineering Leadership.
Assist leadership with departmental planning, reporting, and special initiatives.
Prepare management reports, dashboards, and presentations.
Support process-improvement and organizational initiatives.
Perform other departmental responsibilities as assigned.
Other duties as assigned