Administrative Assistant - Remote Engineering

A Typical Day

The Engineering Services Administrative Support Assistant provides administrative and clerical support to the Engineering Services team including site engineering services, process technology, and operational technology. This role includes responsibilities related to procurement, invoice processing, document management, vendor communication, business process documentation, and support for asset management. The position also supports version control of key project documents and will assist in visual business process mapping through Visio. This role supports cross-functional teams across multiple sites.

Job Responsibilities

Project Procurement Support:

• Create and manage requisitions in SAP for vendor quotes related to engineering services.
• Confirm invoices have vendor data backup with time sheets, pictures, or materials costs as required.
• Confirm invoices received follow purchase order and contract requirements; flag discrepancies to leadership.
• Post and track invoices in SAP; ensure timely and accurate processing.
• Coordinate with internal and external stakeholders on external stakeholder project forms data and communication for engineering services projects (e.g. tax exemption forms, etc.)

Communication & Meeting facilitation:

• Communicate with vendors regarding invoices, purchase orders, and proposal change order requests.
• Communicate quickly with engineering services, leadership and staff.
• Facilitate initiative lessons learned and retrospective discussions with teams of 15+, create and follow up on action items from these discussions, and document them in our project management tools.

Document & Process management:

• Organize and maintain documentation including terms and conditions, proposals, and other project-related materials.
• Maintain version control of key engineering services documents used throughout project lifecycles.
• Utilize Visio to document, edit, and update engineering services business process models and business process maps, collaboratively or individually.  

General Support:

• Perform other administrative duties as assigned to support engineering services, including financial and Planview project management tool data.
• Support administrative tasks related to long-term asset management as needed.

What You Will Need

• High School diploma and 4 years of related experience OR Associates degree plus 2 years of related experience
• Minimum of 2–3 years of administrative experience, preferably in engineering, construction, manufacturing, food/dairy, biotech, or pharmaceutical industries.
• Experience with SAP or similar ERP systems preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines independently.
• Proficient in Microsoft Suite (Outlook, Teams, Excel, Word, PowerPoint).
• Excellent written and verbal communication skills.

What Will Put You Ahead

• Associates degree and 3 years of related experience OR Bachelor’s degree and 1 year of related experience.
• Familiarity with procurement and vendor management processes, including RFP generation.
• Experience with version control systems or practices for managing project documentation.
• Ability to create and edit business process models or maps using Microsoft Visio or similar tools.
• Understanding of and exposure to procurement and project management workflows.
• Experience facilitating meetings
• Exposure to document automation or AI-based organization tools.
• Experience in remote administrative support roles.

Physical Demands & Work Environment

The work is primarily performed in an office environment and the physical demands are characteristic of a mostly sedentary role.  Specific details of the essential functions of the position is available in the Job Safety Analysis, made available on request.