Administrative Assistant

The Operations Engineering Administrative Assistant role provides centralized administrative support for Engineering Managers and Building Engineers across a multi-state region. This position serves as the primary administrative solution for field-based Engineering Managers, allowing them to focus on operational execution while administrative, system, and process tasks are managed efficiently and independently.

This role is fully onsite at the Philadelphia Regional Office and requires a highly organized, self-directed professional who can take basic directions and drive issues to resolution with minimal oversight. The role owns engineering administrative workflows, employee onboarding, system coordination, compliance tracking, and supports enterprise technology transformation initiatives.

Key Responsibilities

Regional Administrative Support

• Provide daily administrative support to Engineering Managers across a multi‑state region.
• Act as the primary point of contact for engineering‑related administrative issues and requests.
• Independently manage recurring and ad hoc administrative tasks from intake through resolution.
• Reduce administrative workload for field‑based managers and engineers through process ownership.

Employee Onboarding and Personnel Administration

• Coordinate onboarding for Building Engineers and engineering support staff across the region.
• Manage onboarding workflows including system access, documentation, training compliance, and policy acknowledgment.
• Coordinate with HR, IT, Payroll, Security, and Engineering leadership to ensure smooth onboarding.
• Support offboarding processes and employee status changes as required.

Process Oversight and Compliance

• Ensure adherence to established engineering administrative processes and corporate standards.
• Monitor compliance with company policies, local regulations, and applicable codes.
• Support and facilitate payroll processes, including timekeeping validation, corrections, and escalations.
• Conduct or coordinate administrative audits and track remediation actions.

Support for Building Engineers

• Ensure Building Engineers follow required corporate administrative and operational processes.
• Provide guidance on timekeeping, purchasing, invoicing, work orders, and system usage.
• Identify trends or recurring issues and implement corrective actions.

Technology and Systems Administration

• Serve as a key administrative user for engineering‑related systems and platforms.
• Troubleshoot user issues and coordinate resolutions related to system access, workflows, or data accuracy.
• Support enterprise “Transformation” initiatives, including system migrations and process changes involving payroll, invoicing, vendors, and work management platforms.
• Assist in user training, documentation, and adoption of system enhancements.

Vendor and Consultant Administration

• Coordinate administrative aspects of vendor and consultant engagement.
• Manage invoice submission, approval tracking, and payment follow‑up.
• Support vendor onboarding, documentation, and system configuration.
• Maintain accurate vendor and contract records.

Reporting and Documentation

• Prepare and distribute reports on administrative performance, compliance, onboarding, and audits.
• Maintain accurate records within enterprise systems and shared repositories.
• Develop, update, and maintain standardized operating procedures (SOPs) for engineering administrative functions.

Risk Management and Continuous Improvement

• Identify administrative, compliance, and system‑related risks.
• Implement process improvements to reduce rework and prevent errors.

Collaborate cross‑functionally with Engineering, Operations, HR, Finance, and Payroll to streamline workflows

Required / Preferred

· 2+ years of experience in operations, administrative support, property management, or commercial real estate (preferred).

· Undergraduate degree in a related field (preferred).

· General understanding of building operations and systems (electrical, mechanical, HVAC) is a plus.

· Strong organizational, prioritization, and multitasking skills.

· Demonstrated ability to take general direction and independently manage tasks to completion.

· Strong analytical, problem-solving, and communication skills.

· High attention to detail in a fast-paced, multi-region environment.

· Ability to work full-time on-site at the Philadelphia Regional Office (not hybrid or remote).

Systems Knowledge and Technical Skills

Required / Preferred Systems Experience

• Microsoft Office Suite (Outlook, Excel, Word, Teams) — required
• Coupa (purchasing, invoicing, vendor management) — preferred
• Work Order / CMMS Systems (Maximo, Angus, ServiceChannel, or similar) — preferred
• ServiceNow (service requests, access management, workflow tracking) — preferred
• Quickbase (data tracking, reporting, workflow tools) — preferred
• Ability to rapidly learn and support additional enterprise systems as needed

Role Expectations

· Functions as a trusted administrative extension of the Engineering leadership team.

· Supports geographically dispersed engineering teams from a centralized office.

· Success is measured by issue resolution, process compliance, accuracy, and reduction of administrative workload for managers and engineers.