Engineering Administrative Support Specialist
Role details
Job location
Tech stack
Job description
This role provides comprehensive administrative support to the engineering functions within the paint, plastics, and press departments in a production and manufacturing environment. The specialist manages departmental administrative processes, supports budgeting and purchasing activities, coordinates logistics for team members, and maintains accurate records and visual management tools to help the department operate efficiently and effectively., * Provide administrative support across the paint, plastics, and press departments to ensure smooth daily operations.
- Manage departmental budgeting activities, including setting up and tracking project accounts, purchase orders, travel expenses, and team relations expenses.
- Consolidate and prepare monthly accruals for multiple shops and ensure information is accurate and submitted on time.
- Update, prepare, cut, and post visual boards and other visual management tools to keep team information current and clearly displayed.
- Submit and track IS (Information Systems) requests to support departmental technology and system needs.
- Create and maintain production team member floor files for new hires, ensuring all documentation is accurate and complete.
- Order supplies, coordinate deliveries, and maintain appropriate inventory levels to support department operations.
- Track and manage paint suits and other related items to ensure adequate availability and proper documentation.
- Coordinate lunch orders and deliveries for meetings, events, or team needs as requested.
- Support internal and external audits in multiple categories, including MCAP, environmental, QMS, and Australian transportation requirements, by preparing documentation and organizing records.
- Respond to requests for support in scheduling travel arrangements, including air travel, rental cars, and hotel accommodations.
- Prepare, process, and track expense reports in accordance with company policies and deadlines.
- Maintain record retention systems and ensure documents are organized, accessible, and compliant with retention requirements.
- Schedule conference rooms and organize meetings, including preparing materials and communicating details to participants.
- Support Level 4 Ringi processes by coordinating documentation, routing approvals, and tracking status.
- Perform data entry and maintain databases, spreadsheets, and reports to support department metrics and decision-making.
- Create and update key performance indicators (KPIs) and ensure they are accurately reported and visually displayed.
- Communicate effectively with all levels of the organization to gather information, provide updates, and resolve administrative issues.
- Multi-task and prioritize competing requests while maintaining accuracy and meeting deadlines., Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools. Related Jobs Data Consultant Guidehouse San Antonio, TXOn-Site Loans Research Power BI Dashboard Operations Leadership Consulting Management Resilience Statistics Data Lakes Data Science Communication Risk Analysis Cyber Security Data Cleansing Experimentation Machine Learning Agile Methodology Civil Engineering Performance Metric Data Visualization Geospatial Analysis Willingness To Learn Management Consulting Administrative Support Collaborative Software Artificial Intelligence R (Programming Language) Robotic Process Automation Python (Programming Language) Ethical Standards And Conduct Tableau (Business Intelligence Software) +0 Forklift Aerotek San Antonio, TXOn-Site Warehousing Palletizing Construction Forklift Truck Health Advocacy Safety Standards Safety Procedures Loading And Unloading Artificial Intelligence Discounts And Allowances Critical Illness Insurance Material Handling Equipment Employee Assistance Programs +0 San Antonio, Tx- Service Tech TEKsystems San Antonio, TX*On-Site Operations Punctuality Alarm Devices Access Controls Customer Service Help Desk Support Visitor Management Business Valuation Enterprise Security Full Stack Development Artificial Intelligence Business Transformation Internet Of Things (IoT) Critical Illness Insurance LenelS2 (Access Control System) Troubleshooting (Problem Solving)
Requirements
Accruals Budgeting Visionary Scheduling Management Data Entry Innovation Purchasing Multitasking Spreadsheets Communication Quick Learning Detail Oriented Microsoft Excel Expense Reports Network Routing Microsoft Office Computer Literacy Internal Auditing External Auditing Operating Expense Travel Arrangements Information Systems Microsoft PowerPoint, * At least 3 years of administrative support experience.
- Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Strong computer skills and ability to quickly learn and use new systems and tools.
- Experience with budgeting processes, including creating purchasing requisitions and processing payments.
- Experience creating and updating KPIs and related reports.
- Strong data entry skills with high attention to detail and accuracy.
- Ability to quickly analyze situations and make recommendations based on data.
- Strong organizational and multi-tasking abilities to manage multiple priorities simultaneously.
- Very good people skills, with the ability to build effective working relationships.
- Strong verbal and written communication skills, with the ability to communicate with all levels of the organization.
- Ability to support audits by organizing documentation and following established procedures.
Additional Skills & Qualifications
- Experience providing administrative support in a production or manufacturing environment.
- Familiarity with visual management tools and maintaining visual boards.
- Experience coordinating travel arrangements, including flights, rental cars, and hotels.
- Experience preparing and processing expense reports.
- Exposure to audit support in areas such as MCAP, environmental, QMS, or transportation-related requirements.
- Comfort working in a fast-paced environment with evolving priorities.
Work Environment
This position is based in a production and manufacturing setting. The role primarily involves working at a desk in an office area, performing computer-based tasks, preparing documentation, and coordinating administrative activities. The specialist must also be willing to regularly go onto the production floor to support the paint, plastics, and press departments, gather information, update visual boards, and coordinate with production team members. The environment is dynamic and fast-paced, requiring responsiveness to operational needs and flexibility to support multiple departments. Standard office technology and Microsoft Office applications are used daily, and collaboration with cross-functional teams is frequent.
Benefits & conditions
This is a Contract position based out of San Antonio, TX. Pay and Benefits
The pay range for this position is $24.00 - $26.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
- Medical, dental & vision
- Critical Illness, Accident, and Hospital
- 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the employee and dependents)
- Short and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type