ADMINISTRATIVE COORDINATOR - SR. ADMINISTRATIVE COORDINATOR - R&D Administrative Support

Southwest Research Institute; San Antonio (TX); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Sign-on bonus

Job summary

The Southwest Research Institute's Powertrain Systems Engineering team in San Antonio, TX seeks an experienced administrative professional to support department activities, manage files, coordinate meetings and travel, and handle procurement and billing duties.

You will prepare proposals, reports, expense accounts, and client correspondence, maintain project records, and ensure invoices align with policy. A high school diploma and 6+ years of admin experience are required.

Qualifications

• Requires a high school diploma or equivalent.
• Relevant vocational and/or administrative training preferred.
• 6+ years of business office/administrative experience with computer proficiency.

Responsibilities

• Assist in preparing proposals, reports, project briefs, and client correspondence.
• Maintain and organize project files electronically and in hard copy.
• Support procurement of office and laboratory materials.
• Schedule meetings, travel arrangements, and greet clients/visitors.
• Prepare billing memos and oversee invoicing to clients.
• Interact with management and staff to ensure timely tasks.

Skills

Administrative support

MS Office

Communication

Confidentiality

Education

High school diploma or equivalent

Preferred college business courses

Tools

MS Office Suite

Outlook

Excel

Word

PowerPoint

Job description

Who We Are:

The SwRI Powertrain Systems Engineering team provides customers across the globe with production-focused design, control systems, analysis, prototype development, mechanical development and innovative problem-solving services to help deliver powertrains that meet or exceed future emissions, fuel economy and application requirements. By joining our team, you will receive an additional $500 in your first paycheck, minus taxes.

Objectives of this Role:

Provide high quality administrative support and perform detailed administrative tasks for the department activities. Use technology and other related business tools to effectively communicate with personnel and provide assistance as needed. Conceptual thinker with stellar organizational and time management skills. Prioritize tasks independently. Meticulous attention to detail and accuracy, excellent spelling and grammar check. Work with figures within reports, and follow detailed formatting procedures. Support project and laboratory purchasing logistics, coordinating closely with the managers and team members to ensure material purchases are completed correctly and on-time.

Daily and Monthly Responsibilities:

Assist in the preparation of proposals, reports, project briefs, travel authorizations, expense accounts, peer to peer communication, and client correspondence. Maintain and organize project files and records electronically and hard copies. Support procurement of office and laboratory materials. Prepare and track progress of purchase requisitions, ensuring accurate charge codes and due dates. Work with managers to inventory items for project and personnel needs. Schedules and coordinate meetings, travel arrangements, and greet clients / visitors. Responsible for preparing billing memos and overseeing all invoicing to clients for projects to ensure compliance with Institute policies. Interact regularly with management, professional staff, other administrative staff and perform other duties as assigned demonstrating strong communication, interpersonal, and organizational skills.

Requirements:

• Requires a high school diploma or equivalent.
• Relevant vocational and/or administrative training, college business courses relative to Business Administration or related Associate degree is preferred.
• 6+ years: Business office and/or administrative experience with expertise in using computers, software applications, spreadsheets, graphics, printers, scanners or other equipment to produce, edit, and format documents, reports, etc.
• Technology and internet experience.
• Expert experience required using the most current version of MS Office Suite: Outlook, Word, Excel, PowerPoint, Teams, Visio, and Adobe Acrobat, Snipping Tool or other business applications.
• Must be able to maintain strict confidentiality with sensitive information and possess willingness to learn.
• Must be reliable and accurately follow instructions.
• Must be able to effectively communicate with staff by phone, email, and in-person to accomplish tasks.
• Possess excellent spelling, punctuation, grammar skills with strong attention to detail and organization.
• Must be able to handle responsibility, prioritize tasks and work with minimal supervision.
• Requires ability to multitask and good ability to work under pressure.
• A valid/clear driver's license is required.

Special Requirements:

Job Locations: San Antonio, Texas

For more information about this division, visit the Powertrain Engineering home page.

An Equal Employment Opportunity Employer: race, color, religion, sex, national origin, disability, and veteran status.