Administrative Coordinator

IK Systems; Town of Victor (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

IK Systems is seeking an Administrative Coordinator to provide administrative and logistical support for field operations. The role reports to the EVP of Operations and supports Operations leadership, PMO, and Service with scheduling, travel, and fleet management.

You will balance operational needs with budgets, assign technicians, coordinate onboarding, and ensure compliance records are up to date. Strong organizational skills and meticulous recordkeeping are essential.

Qualifications

• 3+ years supporting field operations, logistics, or multiple department leaders.
• Experience arranging business travel.
• Valid Driver's License; OSHA 10 and OSHA 30 within 1 year of employment.
• Experience maintaining shared records and trackers relied on across a team.
• Experience in construction, low-voltage, or a related technical field preferred.

Responsibilities

• Assigns and sequences technicians against project schedules, contractual service obligations, and emergency dispatch by matching assignment to certification, licensure, and site-access clearance, not availability alone.
• Arrange and adjust all field and corporate travel, including airfare, lodging, rental vehicles, and ground transportation, sequencing arrivals against jobsite start times and site access windows, rebooking as weather, site conditions, or emergency dispatch require, and keeping itineraries accessible to field teams and their supervisors.
• Evaluate travel options on total cost to the company, including fare, routing, lodging, timing, and associated labor time, and commit expenditures above budgeted amounts where a lower-priced option would result in greater overall cost.
• Reconcile travel and company card charges with Finance, and report travel spend against project budgets to the assigned Project Manager and the EVP of Operations.
• Support the directors and managers of Operations, the Project Management Office, and Service with meeting coordination, document preparation, correspondence, and shared operational trackers.
• Communicate project awards, crew assignments, and operational updates to the field.
• Coordinate new hire onboarding logistics with the HR Operations Coordinator.
• Manage the company fleet, including preventive maintenance and repair scheduling around crew assignments, new vehicle acquisition, registration, titling, DMV reporting, and insurance enrollment.
• Administer vehicle credentials and accounts, including parking passes, toll transponders, and fuel cards.
• Maintain fleet records so that vehicle status, assignment, and service history are current and available to Operations leadership.
• Partner with the Director of Compliance on compliance documentation and reporting, including assembling records for internal reviews, customer audits, and regulatory requests.

Skills

MS Office suite

Travel coordination

Fleet administration

Documentation & records

Communication

Education

High School Diploma

Associate or Bachelor's degree

Tools

Fleet tracking software

Corporate travel platform

Job description

Purpose

The Administrative Coordinator provides administrative and logistical support to IK Systems field operations. The position reports to the EVP of Operations and supports the directors and managers of Operations, the Project Management Office, and Service. Responsibilities include consolidating and maintaining the field technician schedule from Project Management Office and Service requests, arranging and managing travel for field and corporate personnel, administering the company vehicle fleet, maintaining compliance and certification records in coordination with the Director of Compliance, and providing administrative support to Operations leadership. The position requires the exercise of judgment in balancing operational requirements against budget constraints, in allocating technician assignments among competing project and service demands, and in adjusting travel and logistics arrangements in response to changing field and jobsite conditions.

Essential Duties and Responsibilities (The How)

Operations

• Assigns and sequences technicians against project schedules, contractual service obligations, and emergency dispatch by matching assignment to certification, licensure, and site-access clearance, not availability alone.
• Arrange and adjust all field and corporate travel, including airfare, lodging, rental vehicles, and ground transportation, sequencing arrivals against jobsite start times and site access windows, rebooking as weather, site conditions, or emergency dispatch require, and keeping itineraries accessible to field teams and their supervisors.
• Evaluate travel options on total cost to the company, including fare, routing, lodging, timing, and associated labor time, and commit expenditures above budgeted amounts where a lower-priced option would result in greater overall cost.
• Reconcile travel and company card charges with Finance, and report travel spend against project budgets to the assigned Project Manager and the EVP of Operations.
• Support the directors and managers of Operations, the Project Management Office, and Service with meeting coordination, document preparation, correspondence, and shared operational trackers.
• Communicate project awards, crew assignments, and operational updates to the field.
• Coordinate new hire onboarding logistics with the HR Operations Coordinator.

Field Support

• Manage the company fleet, including preventive maintenance and repair scheduling around crew assignments, new vehicle acquisition, registration, titling, DMV reporting, and insurance enrollment.
• Administer vehicle credentials and accounts, including parking passes, toll transponders, and fuel cards.
• Maintain fleet records so that vehicle status, assignment, and service history are current and available to Operations leadership.

Safety and Compliance

• Serve as an active member of the company safety committee, perform field safety checks, and report findings to the committee and Operations leadership.
  • the committee and Operations leadership.
• Partner with the Director of Compliance on compliance documentation and reporting, including assembling records for internal reviews, customer audits, and regulatory requests.
• Track technician certifications, licenses, and required training, notifying supervisors ahead of expiration and escalating gaps to the Director of Compliance and the EVP of Operations.
• Performs additional duties as assigned.

Skills and Competencies (What We Are Looking For)

Minimum Requirements

Education: High School Diploma or equivalent required

Experience: 3+ years supporting field operations, logistics, or multiple department leaders in construction, field services, or a comparable technical environment. Experience arranging business travel required.

Certificates or Licenses: Valid Driver's License required. OSHA 10 and OSHA 30 required within 1 year of employment.

Technical Skills:

• Proficient in Microsoft applications, including Word, Excel, Outlook, and Teams
• Experience maintaining shared records and trackers relied on across a team
• Experience in construction, low-voltage, or a related technical field preferred

Preferred Qualifications

Education: Associate or Bachelor's degree in Business Administration, Construction Management, or a related field

Experience: Fleet administration or vehicle records; arranging travel for personnel working across multiple states; compliance recordkeeping or audit support

Technical Skills: Corporate travel booking or expense platform; fleet or asset tracking systems

Soft Skills: Strong organizational skills and attention to detail, with the ability to manage multiple concurrent commitments accurately. Sound judgment in evaluating cost and logistics options. Ability to support multiple department leaders simultaneously and to prioritize among competing requests. Clear and direct written and verbal communication, including communication of schedule and arrangement changes to affected personnel. Discretion in handling confidential personnel, financial, and compliance information.

Work Environment and Physical Demands (Office Based Role)

• Primarily based in an office setting with standard office equipment.
• Requires prolonged periods of sitting, using a computer, and communicating by phone, email, and messaging throughout the day.
• Frequent same-day shifts in priority driven by field and jobsite conditions.
• Occasional travel to client meetings, jobsites, industry events, or training sessions may be required.
• Compliance with company safety policies and participation in training sessions as needed.

What We Offer You

At IK Systems, we offer more than just a job-we provide a career with purpose and growth. Our competitive compensation includes a retirement plan with company matching, comprehensive health benefits, and flexible work options to support your well-being. We invest in your future through continuous learning, industry certifications, and opportunities to work with cutting edge technology.

Beyond benefits, our team-driven culture fosters innovation, collaboration, and a strong work-life balance. When you join IK Systems, you become part of a team shaping the future of security and technology solutions.

About IK Systems

IK Systems delivers unparalleled, world-class integrated surveillance and security solutions to mission-critical industries across diverse vertical markets.

Beyond just security technology, IK Systems is a full-service low-voltage systems solution provider, offering expertise in IP video, access control, perimeter security, WAN/LAN/Mesh connectivity, complex networks, communications, and digital signage solutions.

Equal Opportunity Statement

IK Systems is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristics protected by local laws, regulations, or ordinances.