Special Projects Coordinator

EOTECH•Santa Clara, CA

21h•$76,000 - $95,000•Onsite

About The Position

EOTECH is seeking a highly organized and initiative-taking Special Projects Coordinator to manage key administrative functions across multiple departments and customers, while also ensuring the smooth running of our office in Santa Clara, CA. The ideal candidate will manage a variety of administrative, clerical, and operational tasks, spanning and interconnecting many department areas, including but not limited to supporting staff, contracts, program management, operations, quality, human resources, supply chain/shipping, finance, and business development. This role is integral to maintaining a professional and efficient work environment. The Special Projects Coordinator will also assist with documentation control, visitor management, and compliance with facility and security procedures. This position reports to the Vice President & General Manager – Edge Vision Systems (EVS).

Requirements

5 to 7 years of experience in office administration, executive assistance, or administrative coordination, preferably at a manufacturing organization.
Experience supporting teams in the engineering, manufacturing, or defense/aerospace industry.
Familiarity with document control systems.
Able to read and understand contracts and pricing terms as a part of reviewing and processing Pos.
Knowledge of ISO 9001 or AS9100 processes.
Understand ITAR or security clearance requirements.
Proficient with Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint) or Google Workspace.
Exceptional organizational and multitasking skills with strong attention to detail.
Excellent verbal and written communication skills.
Ability to handle confidential information with discretion.
Strong interpersonal skills and professional demeanor.
High school diploma or equivalent; associate or bachelor’s degree preferred.
Must complete and meet company standards for background checks, employment verifications, and reference checks.
US citizenship is required.

Responsibilities

Plan, execute, and oversee special projects from inception to completion, ensuring they are delivered on time and within budget.
Maintain effective communication with stakeholders, including team members, management, and external partners, to ensure project alignment and address any issues that arise.
Identify necessary resources for projects, develop detailed project plans, and allocate resources effectively to meet project goals.
Prepare and present project reports and updates to stakeholders, highlighting progress, challenges, and solutions.
Implement strategies to identify potential project risks and develop contingency plans to mitigate them.
Archive all project documentation upon completion for historical reference and compliance purposes.
Coordinate end-to-end management and processing of customer Purchase Orders, including confirming receipt, issuing pick lists, completing shipping checklists, and triggering invoicing through Finance.
Communicate and interface with customers, as required.
Manage Government Property Compliance and Inventory Trackers.
Maintain product shipment communications, including repair tracking sheets, issuing RMA numbers, RMA generation and other customer administrative needs, and providing status updates to customers, as required.
Manage ITAR-compliant visitor access, including security screenings, documentation verification, badging, escort requirements, and coordination with internal hosts and visitors.
Maintain visitor schedules, logs, and related access records.
Administer the Non-Disclosure Agreement (NDA) process from request through execution, including processing, logging, tracking, and document control.
Support accurate completion of NDAs in accordance with internal policies and legal requirements by coordinating with internal stakeholders and external counterparties, and maintain organized, up-to-date, and auditable NDA records.
Assist with trade show preparation, as required.
Manage day-to-day office operations, including scheduling, correspondence, and general administrative support, for various departments.
Maintain trade show sample inventory, office supplies, and equipment.
Manage vendor relationships.
Support company events and organize meetings (travel, catering, supplies, etc.).
Support HR functions such as interview scheduling/coordination and onboarding new employees.
Coordinate events and monthly employee appreciation activities for the Santa Clara team.
Assist with preparing reports, presentations, and other documentation.
Manage incoming and outgoing mail, deliveries, and filing systems (physical and digital).
Ensure compliance with company policies and procedures.
Maintain a clean, safe, and professional work environment.