Sr. Administrative Assistant, Engineering

ICM Ventures•Colwich, KS

About The Position

The Senior Administrative Assistant, Engineering position will support Process Engineering, Automation, Design Services, Electrical Engineering, and Plant Services. This role provides administrative coordination and communication support for team-wide organization, communication, and collaboration across departments. Key responsibilities include managing calendars and email, coordinating meetings, organizing events like Lunch-and-Learn sessions, maintaining department schedules, and updating the department intranet site. The role also involves document control, project support, managing reports, assisting with budget preparation, processing financial documents, and ensuring smooth office operations. Additionally, it includes managing supplies, providing front desk backup, assisting with onboarding, ordering necessary items, booking travel, and handling shipping and facilities requests.

Requirements

3-5 years administrative experience required
Sound knowledge of Microsoft Office Suite, MS Access and MS Project required
Knowledge of general office equipment required
Strong business math skills required

Nice To Haves

Associates degree preferred
Previous experience with an ERP system preferred

Responsibilities

Manage Outlook calendars and email communications, coordinating with internal and external customers to schedule meetings.
Schedule and organize Lunch-and-Learn sessions, coordinate with vendors, send invitations, reserve conference rooms, order and pick up food, and handle setup and cleanup.
Gather data and maintain the department schedule and calendar of activities.
Assist with creation and updates to the department intranet site.
Update the transmittal database with inbound and outbound documents and prepare transmittals for all outbound drawings.
Print, assemble, and distribute drawings or startup training books as requested.
Organize and track documents for projects; issue final deliverables to internal and external customers, and file master copies for reference.
Maintain the Power BI New Jobs Report and enter new projects into Socketworx on a weekly basis.
Order Engineering Codes and Standards as needed.
Research professional development hour requirements for PE licenses, prepare new applications and renewals, maintain SharePoint and Socketworx files, and update NCEES records with completed courses as needed.
Coordinate with the Project Administrator on business and PE license renewals, especially when firm license renewals depend on applicable PE renewals.
Complete monthly FM Global updates, including FM property loss prevention data sheets.
Create and maintain reports, charts, scorecards, presentations, and other materials for department goals, capacity, and workload tracking.
Assist the Senior Manager, Process Engineering, with annual budget preparation and participate in monthly budget reviews.
Process D365 expense reports and timesheet approvals for supported departments, including entering per diem for Plant Services and Automation team members.
Collect weekly timesheets, process expense reports, and other approval documents; verify proper coding and supporting documentation.
Reconcile department staff p-card transactions and code charges in DocLink.
Manage the K-Tag account for the Plant Services team.
Stock the second-floor breakroom and department supplies, coordinating orders with front office staff.
Provide backup support for the front desk during lunches, department meetings, and absences; assist other department administrators as needed.
Prepare workspaces for new employees and assist with onboarding.
Order business cards, hard hats, safety glasses, and p-cards.
Book last-minute travel as needed, coordinating with the Travel Coordinator when necessary.
Prepare FedEx shipments by weighing packages, printing labels, and ensuring timely delivery.
Submit maintenance work tickets, coordinate conference room setups, and request door unlocking as needed.