Engineering Site Coordinator/Administrative Assistant

VIAVI Solutions•Indianapolis, IN

63d

About The Position

VIAVI (NASDAQ: VIAV) is a global provider of network test, monitoring and assurance solutions for telecommunications, cloud, enterprises, first responders, military, aerospace, and railway. VIAVI is also a leader in light management technologies for 3D sensing, anti-counterfeiting, consumer electronics, industrial, automotive, government and aerospace applications. We are the people behind the products that help keep the world connected at home, school, work, at play, and everywhere in between. VIAVI employees are passionate about supporting customer success and we welcome people who bring their best every day to the company – to question, to collaborate and to push for solutions that will delight our customers. Job Title: Engineering Site Coordinator/Admin Asst Job Summary: We are seeking a detail-oriented Administrative Assistant to provide comprehensive support to our Engineering department. This role requires a proactive individual who can manage multiple responsibilities including documentation control, supplier coordination, facilities management, and cross-functional communication while supporting engineering operations across global teams.

Requirements

Associate's degree or equivalent
2+ years of administrative experience, preferably in an engineering or technical environment
Proficiency in Microsoft Office Suite, particularly Excel for data management and analysis
Expense reporting, and basic financial tracking
Strong organizational skills with ability to manage multiple priorities simultaneously
Excellent written and verbal communication skills for internal and external interactions
Advanced Microsoft Excel capabilities for maintaining complex spreadsheets and databases
Strong written and verbal communication skills for global team coordination
Detail-oriented documentation and change control abilities
Procurement coordination and vendor management skills
Financial planning and expense management capabilities
Multi-tasking and project coordination across various departments
Problem-solving skills for resolving system and logistics issues

Nice To Haves

Bachelor’s degree or equivalent
Experience with purchase requisitions
Experience with SharePoint and engineering collaboration tools
Familiarity with engineering documentation processes
Knowledge of procurement processes and supplier management
Experience coordinating across global teams and time zones
Background in facilities coordination or IT support coordination
Event planning and internal communications experience

Responsibilities

Coordinate procurement activities including submitting purchase requisitions, tracking purchase order status, onboarding new suppliers, and managing supply stock refreshes and ad hoc requests
Maintain financial planning documents including the Engineering Planning Workbook with CapEx, depreciation, and quarterly accruals, and prepare expense reports for team purchasing cards and travel
Create and manage Engineering Change Orders (ECOs) and Manufacturing Change Orders (MCOs) for software releases, and assist with Bill of Materials (BOM) creation and updates for assemblies
Handle domestic and international shipping logistics for Engineering department requests
Collaborate with IT and Facilities teams to resolve system access issues, coordinate hardware replacements and equipment redeployment, and submit and track facilities work orders
Develop monthly presentations for Engineering communications including team anniversaries and company news, maintain anniversary tracking systems, and coordinate catering for team events
Serve as primary liaison between engineering teams, procurement, and external vendors while responding to inquiries regarding part numbers, documentation, and supplier issues
Support cross-functional communication and coordination across multiple departments and global team members

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