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

Southwest Research Institute; San Antonio (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Southwest Research Institute is seeking an experienced administrative professional to provide high quality support for the Powertrain Systems Engineering team in San Antonio, TX. You will manage meetings, travel, and billing processes, while maintaining project files and coordinating procurement for labs and projects.

The role requires strong MS Office skills, attention to detail, and the ability to work with minimal supervision in a fast-paced environment. A valid driver’s license is required.

Qualifications

• Requires a high school diploma or equivalent.
• Associate degree in a related field preferred.
• 6+ years of business office/administrative experience with MS Office and related tools.
• Ability to maintain confidentiality and follow instructions accurately.
• Strong communication via phone, email, and in person.

Responsibilities

• Provide high quality administrative support for department activities.
• Coordinate meetings, travel, and client/visitor greetings.
• Prepare billing memos and oversee invoicing in accordance with policies.
• Maintain project files electronically and in hard copy.
• Assist in proposals, reports, and travel authorizations.
• Support procurement and inventory for project and personnel needs.

Education

High school diploma or equivalent

Associate degree preferred

Tools

MS Office Suite

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.

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.

Role

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.

For benefits information at our San Antonio location, click here .

For benefits information at all other locations, click here .