ASSOCIATE SPECIALIST - SPECIALIST - Department Operations

Southwest Research Institute; San Antonio (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

Southwest Research Institute in San Antonio, Texas is looking for an Associate Specialist to support daily business operations in the Fuels & Lubricants Research Division. The ideal candidate will manage client inquiries, coordinate database management, and ensure accurate reporting. A Bachelor's degree in Business Administration or a related field is required, along with proficiency in Microsoft Office, especially Excel and Access. Attention to detail and strong analytical skills are essential for success in this role.

Qualifications

• Proficiency with Microsoft Office, with advanced knowledge in Excel and Access preferred.
• Experience in project coordination or business support is required.
• Strong analytical, organizational, and professional writing skills.

Responsibilities

• Manage and track business inquiries ensuring timely proposal delivery.
• Coordinate client visits and maintain departmental databases.
• Oversee financial reports and provide accurate insights.

Skills

Proficiency with Microsoft Office

Advanced knowledge of Excel

Advanced knowledge of Access

Project coordination

Analytical skills

Organizational skills

Professional writing skills

Education

Bachelor's degree in Business Administration, Marketing, Communications or related degree

Job description

ASSOCIATE SPECIALIST - SPECIALIST - Department Operations

08-01351

Who We Are:

Join the Fuels & Lubricants Research Division to support daily business operations, including recordkeeping, database management, reporting, and project accounting.

Objectives of this Role:

• Manage & track business inquiries, ensuring timely proposal delivery in alignment with SwRI standards and client needs.
• Coordinate the planning and facilitation of client visits, working with senior staff to ensure high-quality interactions that advance SwRI’s business objectives
• Develop, maintain, and optimize departmental databases, enhance existing systems to support laboratory operations.
• Serve as point of contact and coordinate data submission for various fluid approval programs.
• Create and maintain financial reports and reporting tools; perform advanced analysis using Excel and Access macros to provide leadership with accurate insights.
• Oversee the preparation and issuance of monthly client status reports for the Fuel and Driveline Lubricants Research Department, ensuring technical information is translated into clear, client-ready deliverables.
• Identify opportunities to improve departmental processes, ensure compliance with internal policies and client expectations, and perform other duties as assigned in support of division business operations.

Daily and Monthly Responsibilities:

• Track and manage client inquiries from initial contact through project delivery; document interactions and ensure timely follow-up. Prepare, edit, and review proposals, technical reports, and client communications; ensure adherence to corporate standards.
• Maintain and enhance departmental databases to support laboratory and business operations; design solutions that improve accuracy, usability, and reporting efficiency.
• Maintain Test Inspection Procedure records.
• Review reports for completeness and accuracy.
• Generate and analyze financial and operational reports (including weekly project status and P&L spreadsheets); maintain and update reporting macros; identify trends, variances, and areas requiring corrective action.
• Monitor internal status reports.
• Become well-versed in fluid approval requirements and processes.
• Generate and distribute monthly client updates.
• Interface with clients, Scheduling, Report Generation, Billing, and Engineering staff.
• Support division leadership with operational analysis, documentation, other duties, and special projects as assigned.

Requirements:

• Requires a Bachelors degree in Business Administration, Marketing, Communications or related degree field with relevant experience.
• 0 years: Proficiency with Microsoft Office. Advanced knowledge of Excel and Access strongly preferred.
• Experience in project coordination, operations, or business support in an office environment. Must exhibit excellent attention to detail, problem-solving ability, and initiative in process improvement.
• Strong analytical, organizational, and professional writing skills; ability to manage multiple priorities and deliverables.
• A valid/clear driver's license is required.

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