Provides senior administrative, operational, budget, purchasing, reporting, records, scheduling, and project coordination support for Engineering and Critical Infrastructure leadership. Coordinates communications, contractors, vendors, documentation, performance metrics, executive materials, system activities, and cross-functional work. Supports software implementations, emergency response, training, compliance, and business continuity initiatives while maintaining departmental systems and records.
Position Summary
The Engineering Administrative Coordinator Sr. provides administrative, operational, and project coordination support for internal departments within the Engineering and Critical Infrastructure organization. This position serves as a central point of coordination for department communications, budget management, project administration, reporting, records management, work management systems, purchasing activities, contractor interactions, and executive-level support functions.
Responsibilities
Primary Position Responsibilities
- Serves as a point of contact for inquiries related to Engineering and Critical Infrastructure activities.
- Answers incoming calls in a prompt, courteous and efficient manner and directs as needed.
- Coordinates administrative and operational activities across Engineering and Critical Infrastructure departments.
- Serves as primary administrative support resource for Engineering and Critical Infrastructure leadership.
- Coordinates scheduling activities for Engineering and Critical Infrastructure leadership, including meetings, travel arrangements, training events, and organizational commitments.
- Coordinates department communications, meetings, agendas, presentations, and action item trackingand coordinates follow-up activities to support completion of commitments.
- Coordinates department communications, meetings, agendas, presentations, action item tracking, and follow-up activities to support completion of commitments.
- Coordinates, tracks, prioritizes, and follows up on departmental task requests, assignments, and work activities to support timely completion of Engineering and Critical Infrastructure objectives.
- Assists with development, maintenance, and distribution of engineering, infrastructure, and operational reports.
- Supports capital project and budget administration, including documentation, tracking, record retention, and coordination with internal and external stakeholders.
- Coordinates purchasing requests, invoice processing, budget tracking, and vendor documentation.
- Maintains departmental records, contracts, agreements, permits, easements, policies, procedures, and project documentation in accordance with document retention requirements, regulatory standards, and company policies.
- Supports contractor onboarding, document collection, insurance tracking, and contractor communications.
- Assists with preparation of Board, executive, and management reporting materials.
- Assists with the development, maintenance, and reporting of departmental performance metrics, project status updates, and operational dashboards.
- Coordinates work activities between Engineering, Operations, GIS, IT, Member Services, Construction, and external agencies.
- Maintains proficiency in Maximo, NISC, GIS, SharePoint, Microsoft 365 applications, reporting tools, and other departmental systems.
- Complies with established CoServ safety and operating rules, procedures and guidelines including reporting unsafe practices to a supervisor.
- Complies with established CoServ Information Security Handbook, policies, procedures, and guidelines including reporting suspected information security incidents to Tech Support.
Secondary Position Responsibilities
- Mentors and trains administrative personnel on departmental procedures, systems, and business processes.
- Assists with monitoring and following up on safety, compliance, and other administrative matters as directed by leadership.
- Assists with software implementations, system upgrades, user acceptance testing, and business process improvement initiatives.
- Provides administrative and coordination support during emergency response, system restoration, operational events, and business continuity activities as assigned.
- Supports coordination of departmental training, conferences, employee development activities, and special events.
- Participates in departmental, organizational, and cross-functional meetings and receives training and professional development as directed by management.
- Performs special projects and other duties and activities as assigned.
- Serves as a member of the Emergency Restoration Team.
Position Requirements
Education, Experience, and Certifications Required
- High School Diploma or G.E.D equivalency.
- 7 years’ experience in the electric utility industry.
Education, Experience, and Certifications Preferred
- Associates or Bachelor’s degree in business.
Skills and Abilities Required
- Must have strong leadership and interpersonal skills.
- Must have strong communication skills, both written and verbal.
- Must be detailed-oriented and accurate.
- Must have strong organizational, time management and customer service skills.
- Must be able to work in a demanding, fast-paced environment.
- Must be able to work independently, with minimum supervision and in teams.
- Must have comprehensive knowledge of Microsoft Word, Excel, Outlook, NISC, Maximo, GIS ArcMap, SharePoint and the ability to learn additional software packages.
- Must have knowledge of basic mathematics.
- Must be able to prioritize and manage multiple tasks simultaneously.
- Must have accurate typing ability of 60 wpm.
Physical Requirements
- Indoor, office environment.
- Operates office equipment such as a computer, telephone, copier, etc.
- Ability to lift a minimum of 25 pounds.
- Ability to drive occasionally as needed.
- Ability to sit for long periods of time.
- Ability to work flexible or extended hours as needed or directed.
- Ability to travel, if necessary, for business and training.
- Requires frequent sitting, standing, walking, bending, and reaching.
- Drives company vehicle as needed.
Other Requirements
- Must have and maintain a valid Texas driver's license.
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
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