WtX Support Specialist (Business Coordination & Communication Focus)

Kanadevia Inova•Pascoag, RI

9d•Onsite

About The Position

The Support Specialist provides essential day-to-day administrative and business coordination support to regional leadership, account management, field service, and technical service teams by managing administrative processes with accuracy and efficiency. The role ensures that travel, meetings, events, communications, documents, and recurring business processes are organized accurately, efficiently, and on time. The position has a primary focus on travel and event coordination, internal and external communications, management meeting coordination, and cross-functional administrative support. Depending on business needs, the role may also provide selected sales, customer, procurement, or supplier administration support. The specialist serves as a central coordination point between internal departments and external stakeholders. Operating as a proactive and hands-on enabler, the Support Specialist contributes to effective information flow, reliable execution, and an organized employee and stakeholder experience.

Requirements

Associate's degree in Business Administration, Communications, Hospitality, Event Management, Office Administration, or a related field; equivalent relevant experience may be considered.
3+ years of experience in administrative support, travel coordination, event coordination, communications, office management, or a comparable business support role, preferably in a corporate, technical service, or construction environment.
Demonstrated experience coordinating complex domestic and international travel, meetings, or events involving multiple stakeholders.
Strong written communication, document preparation, organizational, and follow-up capabilities.
Experience working in a matrix organization and coordinating across functions, locations, and management levels.
Advanced proficiency in Microsoft 365 applications, particularly Outlook, Teams, Word, PowerPoint, and Excel; experience with ERP or field service management tools is an advantage.
Fluent in English; additional languages are a plus.
Strong awareness of QHSE (Quality, Health, Safety, and Environment) management system and commitment to safe work practices.
Highly organized and detail-oriented, with the ability to manage multiple priorities and deadlines.
Strong interpersonal, written communication, service orientation, and problem-solving skills.
Proactive, dependable, and structured, with a strong sense of ownership and follow-through.
Discreet and trustworthy when handling confidential business, employee, customer, and financial information.
Calm and adaptable under pressure, including when managing short-notice changes or competing priorities.

Nice To Haves

experience with ERP or field service management tools is an advantage
additional languages are a plus

Responsibilities

Coordinate domestic and international travel arrangements, including flights, hotels, rental vehicles, ground transportation, and other travel-related services.
Act as Approver for travel arranged through company travel systems including Egencia and CLC
Prepare complete and accurate travel itineraries for individual travelers and larger or more complex travel groups.
Coordinate travel logistics for customer meetings, site visits, training programs, leadership meetings, and company events.
Manage travel changes, cancellations, and disruptions proactively and communicate updates to all relevant stakeholders.
Support travel-related documentation and coordination requirements, including invitation letters and internal approvals where applicable.
Plan and coordinate internal and external events, including company meetings, leadership workshops, all-hands meetings, training sessions, customer events, employee engagement activities, and company celebrations.
Coordinate venues, catering, accommodation, transportation, meeting technology, materials, attendee communication, and other event logistics.
Provide end-to-end administrative support before, during, and after events to ensure professional and effective execution.
Support timely and consistent internal communications through announcements, leadership updates, company-wide emails, Teams posts, newsletters, and other communication channels.
Support external communications, including the coordination and preparation of company-related LinkedIn posts, in alignment with relevant internal stakeholders and company guidelines.
Serve as a key coordination point between to facilitate effective information flow.
Collect, consolidate, format, and distribute information and documents from cross-functional stakeholders accurately and on time.
Maintain organized communication records, distribution lists, templates, shared folders, and relevant documentation.
Take administrative ownership of recurring management and operational meetings, including monthly business reviews and other regional coordination meetings.
Coordinate meeting schedules, minutes of meetings, agendas, invitations, facilities, virtual meeting arrangements, and supporting materials.
Collect and consolidate presentations, reports, KPIs, and other inputs from stakeholders according to agreed timelines.
Distribute meeting documentation in advance and ensure that current versions are accessible to participants.
Document and track decisions, action items, owners, and due dates, and support timely follow-up where required.
Ensure information flow and completeness of quote statuses in Teams