Engineering Coordinator

This is a fully remote position, open to applicants in Ohio, +3 more states.

📋 Description

• Oversee the administrative workflow for engineering task requests using Smartsheet.

• Evaluate requests for completeness and the necessary documentation.

• Organize task assignments and ensure accurate ownership tracking.

• Keep track of deadlines, overdue tasks, and pending action items.

• Maintain visibility into the engineering workload and resource distribution.

• Deliver regular task-status updates to engineering leadership.

• Monitor active projects, quotes, milestones, and engineering deliverables.

• Collaborate with Sales and Operations to define project and quote requirements.

• Track engineering assignments, deadlines, service level agreements (SLAs), and critical milestones.

• Confirm necessary documentation before scheduling reviews.

• Maintain a 30/60/90-day forecast of anticipated engineering workload.

• Identify and escalate issues related to scheduling, resources, or documentation.

• Provide administrative and operational support to the VP of Engineering and Engineering Managers.

• Organize departmental meetings, manage calendars, set agendas, and prepare meeting materials.

• Record meeting minutes, decisions, and action items.

• Track follow-up activities until completion.

• Facilitate departmental onboarding, training, equipment, software, and system access.

• Keep training, certification, and professional development records up to date.

• Maintain engineering procedures, standard operating procedures (SOPs), templates, standards, and administrative documentation.

• Assist with the implementation of departmental processes and workflow enhancements.

• Uphold document-control practices and manage departmental records.

• Coordinate document reviews and ensure documentation completeness.

• Support the preparation of reports, presentations, procedures, and management documentation.

• Act as an administrative coordination point among Engineering, Sales, Operations, Procurement, Finance, HR, and other departments.

• Track and follow up on information requests and outstanding actions.

• Communicate project, quote, training, and resource needs to stakeholders.

• Provide direct administrative assistance to Engineering Leadership.

• Support departmental planning, reporting, and special initiatives.

• Prepare management reports, dashboards, and presentations.

• Contribute to process improvement and organizational initiatives.

• Perform additional departmental responsibilities as required.

⛳️ Requirements

• 1–3 years of combined experience in project coordination, technical administration, or executive assistant support, ideally in engineering, physical security, low-voltage systems, or construction technology.

• High proficiency in Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).

• Familiarity with project tracking tools such as Asana, Jira, or Smartsheet is advantageous.

• Exceptional skills in calendar management, multitasking, and document control within a fast-paced setting.

• Strong verbal and written communication abilities.

• Capacity to interact professionally with C-suite executives, technical engineers, subcontractors, and clients.

• Proactive attitude and strong discretion in handling confidential executive and operational data.

• An Associate or Bachelor’s degree in Business Administration, Communications, or a related technical field is preferred, or equivalent practical experience.

• 1–3 years of previous experience in a dynamic coordinator or administrative assistant position.

• Applicants may be located anywhere within the U.S.

🏝️ Benefits

• Fully remote work environment.

• Equal Opportunity / Affirmative Action employer.

• Coordination of training, equipment, software, and system access (role support).

• Support for professional development and maintenance of records (role support).