Remote Engineering Coordinator

Kastle Systems; New Carlisle (IN); On-site; USD 60,000 - 90,000; Full time

Job summary

i2G Systems is seeking a remote Engineering Coordinator to bridge executive operations and engineering workflows. You will support engineering leadership, manage project documentation, and coordinate cross-functional activities.

Responsibilities include Smartsheet task tracking, meeting facilitation, onboarding, and documentation management to ensure timely project progress and effective collaboration with Sales, Operations, and Finance.

Qualifications

• 1–3 years in project coordination or executive support.
• Proficiency with Microsoft 365 suite (Word/Excel/PowerPoint/Outlook/Teams).
• Strong calendar management and document-control skills.
• Clear written and verbal communication with diverse stakeholders.
• Bachelor’s or Associate degree preferred (or equivalent experience).

Responsibilities

• Manage the administrative workflow of engineering task requests in Smartsheet.
• Review requests for completeness and required documentation.
• Coordinate task assignments and maintain ownership ownership.
• Monitor deadlines, overdue tasks, and action items.
• Prepare meeting minutes, decisions, and action items for leadership.
• Coordinate onboarding, training, equipment, software, and system access.
• Maintain procedures, templates, and departmental records.
• Serve as a coordination point between Engineering, Sales, Operations, and Finance.

Skills

Project coordination

Executive support

Calendar management

Documentation

Cross-functional coordination

Communication

Organization

Education

Associate or Bachelor's degree in Business Administration/Communications

Tools

Microsoft 365

Asana

Jira

Smartsheet

Job description

Overview

Together, We Enhance Innovation and Growth

Overview

Together, We Enhance Innovation and Growth i2G specializes in advanced physical electronic security and life safety solutions. I2G has proven experience in surveillance, access control, and intrusion detection systems, biometrics, fence sensors, radars, ground sensors, anti-drone technologies, and more. We excel in design, project management, commissioning, and enterprise technology integrations. i2G’s mission is to provide the products and services that meet our customers’ needs to give them a vital advantage in today’s market, helping to protect what matters most.

Position Summary

The remote Engineering Coordinator serves as a vital bridge between high-level executive operations and day-to-day engineering workflows. This remote role provides executive administrative support to engineering leadership while managing project documentation, team coordination, and cross-functional communications to ensure smooth technical and departmental operations.

Responsibilities

Engineering Operations & Task Coordination

• Manage the administrative workflow of engineering task requests through Smartsheet.
• Review requests for completeness and required documentation.
• Coordinate task assignments and maintain accurate ownership.
• Monitor deadlines, overdue tasks, and outstanding action items.
• Maintain visibility into engineering workload and resource allocation.
• Provide recurring task-status reporting to engineering leadership.

Project & Quote Coordination

• Maintain centralized tracking of active projects, quotes, milestones, and engineering deliverables.
• Coordinate upcoming project and quote requirements with Sales and Operations.
• Track engineering assignments, deadlines, SLAs, and key milestones.
• Verify required documentation is complete prior to scheduling reviews.
• Maintain a 30/60/90-day outlook of anticipated engineering workload.
• Identify potential scheduling, resource, or documentation issues and escalated them appropriately.

Engineering Operations

• Provide administrative and operational support to the VP of Engineering and Engineering Managers.
• Coordinate departmental meetings, calendars, agendas, and meeting materials.
• Document meeting minutes, decisions, and action items.
• Track follow-up activities through completion.
• Coordinate departmental onboarding, training, equipment, software, and system access.
• Maintain training, certification, and professional-development records.

Documentation & Process Management

• Maintain engineering procedures, SOPs, templates, standards, and administrative documentation.
• Assist with implementation of departmental processes.
• Maintain document-control practices and departmental records.
• Coordinate document reviews and verify required documentation is complete.
• Identify opportunities to improve departmental workflows, communication, and efficiency.
• Assist with creation of reports, presentations, procedures, and other management documentation.

Cross-Functional Coordination

• Serve as an administrative coordination point between Engineering, Sales, Operations, Procurement, Finance, HR, and other departments.
• Track and follow up on information requests and outstanding actions.
• Coordinate future engineering requirements associated with upcoming projects and quotes.
• Communicate project, quote, training, and resource requirements to appropriate stakeholders.

Leadership & Special Projects

• Provide direct administrative support to Engineering Leadership.
• Assist leadership with departmental planning, reporting, and special initiatives.
• Prepare management reports, dashboards, and presentations.
• Support process-improvement and organizational initiatives.
• Perform other departmental responsibilities as assigned.
• Other duties as assigned

Qualifications

• Experience: 1 - 3 years of blended experience in project coordination, technical administration, or executive assistant support—preferably within engineering, physical security, low-voltage systems, or construction technology.
• Technical Savvy: High proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint). Familiarity with project tracking tools (e.g., Asana, Jira, Smartsheet) is a plus.
• Organization & Detail: Exceptional calendar management, multi-tasking, and document control skills in a fast-paced environment.
• Communication: Polished verbal and written communication skills with the ability to interact professionally with C-suite leaders, technical engineers, subcontractors, and clients.
• Problem-Solving: Proactive mindset with strong discretion handling confidential executive and operational data.
• Education: Associate or Bachelor’s degree in Business Administration, Communications, or a related technical discipline preferred (or equivalent practical experience).
• 1-3 years prior experience in a fast moving coordinator or administrative assistant role

Company Overview

Preferred locations: Candidates based in Plymouth, MI; Columbus, OH; or Sterling, VA are preferred. However, this role is fully remote, and applicants may reside anywhere in the U.S.

Application Details

This is a remote Engineering Coordinator career opportunity with i2G Systems. Learn more about i2G: https://www.i2gsystems.com/careers.html

About

"Kastle Systems Makes Strategic Investment in i2G Systems, Strengthening Leadership in Serving High-Security Industries and High-Value, Large Scale Facilities" Read More About the Partnership Here: https://www.kastle.com/kastle-systems-makes-strategic-investment-in-i2g-systems-strengthening-leadership-in-serving-high-security-industries-and-high-value-large-scale-facilities/

Equal Opportunity Statement

We are an Equal Opportunity / Affi