Engineering & Project Services Coordinator – Decatur, IL

ADM; Decatur (IL); On-site; USD 60,000 - 85,000; Full time

Job summary

ADM is seeking a highly organized Engineering & Project Services Coordinator to support the Engineering Services and North America Projects groups. This role handles project systems administration, timesheet and purchasing coordination, contractor administration, and enabling an effective and productive office environment on the 6th floor at ADM’s NAHQ facility.

Responsibilities include maintaining Ajera project data, processing invoices and timesheets, coordinating Fieldglass and Coupa

Qualifications

• Requires an associate or bachelor’s degree in Business Administration, Accounting, or related field, or 5+ years in administrative support or project coordination.
• Demonstrated ability to manage multiple priorities with accuracy and attention to detail.
• Strong organizational, coordination, and multitasking skills; excellent written and verbal communication.
• Ability to work independently and collaboratively in a fast-paced environment.

Responsibilities

• Maintain and update project information in Ajera; generate monthly invoices and reports.
• Review, validate, and process Ajera timesheets and route for supervisor approval.
• Ensure invoices, timesheets, and purchase transactions follow policies and workflows.
• Coordinate contractor timesheets in Fieldglass per workflows.
• Process invoices and create purchase orders in Coupa; no spend authority.
• Interface with accounting for reconciliation and reporting.
• Order office and safety supplies; maintain copiers and plotters.
• Assist with seating assignments and workspace organization.

Education

Associate or Bachelor’s degree in Business Administration or Accounting

Tools

Ajera

Coupa

Fieldglass

Microsoft Office

Job description

Engineering & Project Services Coordinator - Decatur, IL

This is a permanent, full-time, non-exempt level position.

Job Summary

ADM is seeking a highly organized and detail-oriented Engineering & Project Services Coordinator to support the Engineering Services and North America Projects groups. This role is responsible for project systems administration, timesheet and purchasing coordination, contractor administration, and enabling an effective and productive office environment on the 6th floor at ADM’s NAHQ facility. This role is a coordination and processing function and does not carry financial approval authority.

Key Responsibilities

Financial & Project Systems Administration

• Maintain and update project information in Ajera project accounting software for the Engineering Services and North America Projects groups; generate monthly invoices and reports
• Review, validate, and process Ajera timesheets, and route employee timesheets for appropriate supervisory approval
• Ensure submitted invoices, timesheets, and purchase transactions comply with established company policies and approval workflows
• Coordinate and process contractor timesheets in Fieldglass workforce management software in accordance with established approval workflows
• Process invoices in Coupa spend management software; create and receive purchase orders for Engineering Services and Capital Project contractors; processing only — no spend approval authority
• Interface with accounting for reconciliation and financial reporting

Office & Facilities Support

• Order office and safety supplies as needed
• Maintain copiers and plotters (service calls, supply orders)
• Assist with in-office seating assignments and workspace organization

Required Qualifications

• Associate's or Bachelor's degree in Business Administration, Accounting, or a related field, OR a minimum of five years of proven experience in an administrative support, project accounting, or similar coordination role
• Demonstrated ability to manage multiple priorities while maintaining accuracy and attention to detail
• Strong organizational, coordination, and multitasking skills
• Excellent written and verbal communication skills
• Ability to work independently and collaboratively in a fast-paced environment
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

Preferred Qualifications

• Proficiency in Ajera Accounting software, Coupa, and Fieldglass preferred
• Familiarity with ProjectWise or similar document management systems is a plus
• Prior experience in engineering or technical services environments is advantageous

Why Join ADM?

At ADM, we value our employees and provide opportunities for growth and development. As part of our Engineering Services team, you’ll play a vital role in ensuring operational excellence and contributing to the success of our projects.

Excited about this role but don’t think you meet every requirement listed? Studies have indicated that applicants may self “select-out” of consideration if they do not meet all posted requirements. We encourage you to apply anyway. You may be just the right candidate for this role or another one of our openings.

ADM requires the successful completion of a background check.