Engineering Operations Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee project administration from the initial intake and setup to ongoing maintenance and closure support.

• Assess project setup requests and ensure compliance with client, billing, rate, budget, reference, and documentation requirements.

• Create, modify, and manage project, client, contact, billing, and operational records within NetSuite and other systems.

• Establish and uphold standardized project folder structures in Egnyte.

• Review, approve, reject, and monitor time entries and expense submissions.

• Conduct billing-readiness assessments and address administrative issues impacting invoicing, reporting, or project advancement.

• Maintain operational trackers, recurring controls, project records, and documentation; investigate records and rectify discrepancies.

• Assist engineers with process and system inquiries via email, Microsoft Teams, phone, and screen sharing.

• Provide initial troubleshooting support for NetSuite, Concur, Egnyte, Microsoft applications, XactAnalysis, Claims Connect, and related procedures.

• Manage and direct project intake inquiries from external contacts.

• Collaborate with Engineering, Billing, Finance, Human Resources, Technical Support, and other internal teams.

• Verify project information, system entries, and documentation for accuracy, completeness, and compliance.

• Resolve routine issues independently and escalate unusual, high-risk, disputed, or policy-related matters as necessary.

• Conduct formatting reviews of reports and project documents.

• Provide training to new engineers and Operations Administrators on company processes and systems.

• Share best practices, cross-train team members, review work, and offer guidance.

• Maintain templates, OneNote resources, training guides, knowledge materials, and process documentation.

• Support new procedures, systems, workflows, client programs, rate adjustments, and operational initiatives.

• Identify opportunities to enhance efficiency, quality, and consistency.

• Offer administrative assistance during catastrophe responses and work additional hours when necessary.

• Execute additional duties and special projects as assigned.

⛳️ Requirements

• High school diploma or equivalent is required; an associate degree or higher is preferred.

• Minimum of 3 years of experience in administrative support, reception, facilities coordination, project administration, billing support, claims administration, or a related field.

• Industry experience is highly preferred, especially in engineering consulting, insurance, claims administration, legal support, or professional services.

• Familiarity with insurance and legal-service terminology is preferred.

• Proficient in Microsoft Office applications and Adobe Acrobat.

• Experience with NetSuite, Concur, Egnyte, XactAnalysis, Claims Connect, Monday.com, OneNote, or Power BI is advantageous.

• Excellent organizational and time-management skills.

• Exceptional attention to detail and strong commitment to data accuracy, quality control, and consistent process execution.

• Strong customer service orientation along with professional written, verbal, phone, and virtual communication skills.

• Critical-thinking, problem-solving, and research abilities.

• Resourceful and sound judgment, including the capacity to recognize uncertainty or risk and escalate appropriately.

• Technical aptitude and the ability to learn, navigate, and troubleshoot multiple business systems and evolving processes.

• Adaptability and a mindset geared toward process improvement.

🏝️ Benefits

• Employee-focused culture.

• Strong commitment to work-life balance.

• Remote work opportunities.

• Flexible vacation policy.

• Paid holidays.

• Paid family care/sick leave.

• Parental leave.

• Medical, Dental, Vision, and more.

• 401k with matching contributions.

• Opportunities for career growth.

• Competitive salaries.