Sr. Administrative Assistant, Engineering

ICM Ventures Inc; Colwich (KS); On-site; USD 55,000 - 75,000; Full time

Job summary

ICM Ventures Inc in Colwich, KS is seeking a Senior Administrative Assistant, Engineering to support Process Engineering, Automation, Design Services, Electrical Engineering, and Plant Services. Responsibilities include calendar management, meeting coordination, document control, and expense processing.

The role requires 3–5 years of administrative experience, proficiency with MS Office, MS Access, MS Project, and familiarity with ERP systems. On-site position with cross‑department collaboration.

Qualifications

• 3–5 years administrative experience required.
• Proficient with Microsoft Office Suite, MS Access and MS Project.
• Knowledge of general office equipment.
• Strong business math skills.
• Experience with an ERP system preferred.

Responsibilities

• Support cross‑department coordination for Process Engineering, Automation, Design Services, Electrical Engineering, and Plant Services.
• Manage calendars and email communications, schedule meetings with internal and external customers.
• Coordinate Lunch-and-Learn sessions, vendor coordination, room bookings, and catering.
• Maintain department schedule and intranet updates.
• Update transmittal database and prepare drawings transmittals.
• Print and distribute drawings and training books.
• Organize documents for projects and file master copies.
• Process expense reports, timesheets, and related approvals.
• Reconcile p‑card transactions and manage K‑Tag account.
• Stock breakroom supplies and provide front desk backup.

Skills

Administrative experience

Business math

Office equipment knowledge

Tools

Microsoft Office Suite

MS Access

MS Project

ERP system

Job description

Regular Full Time Colwich, KS, US

POSITION PURPOSE:

The Senior Administrative Assistant, Engineering position will support Process Engineering, Automation, Design Services, Electrical Engineering, and Plant Services.

Administrative Coordination and Communication

• Support team-wide organization, communication, and collaboration across departments.
• Manage Outlook calendars and email communications, coordinating with internal and external customers to schedule meetings.
• Schedule and organize Lunch-and-Learn sessions, coordinate with vendors, send invitations, reserve conference rooms, order and pick up food, and handle setup and cleanup.
• Gather data and maintain the department schedule and calendar of activities.
• Assist with creation and updates to the department intranet site.

Document Control and Project Support

• Update the transmittal database with inbound and outbound documents and prepare transmittals for all outbound drawings.
• Print, assemble, and distribute drawings or startup training books as requested.
• Organize and track documents for projects; issue final deliverables to internal and external customers, and file master copies for reference.
• Maintain the Power BI New Jobs Report and enter new projects into Socketworx on a weekly basis.
• Order Engineering Codes and Standards as needed.

Licensing, Compliance, and Reporting

• Research professional development hour requirements for PE licenses, prepare new applications and renewals, maintain SharePoint and Socketworx files, and update NCEES records with completed courses as needed.
• Coordinate with the Project Administrator on business and PE license renewals, especially when firm license renewals depend on applicable PE renewals.
• Complete monthly FM Global updates, including FM property loss prevention data sheets.
• Create and maintain reports, charts, scorecards, presentations, and other materials for department goals, capacity, and workload tracking.
• Assist the Senior Manager, Process Engineering, with annual budget preparation and participate in monthly budget reviews.
• Process D365 expense reports and timesheet approvals for supported departments, including entering per diem for Plant Services and Automation team members.
• Collect weekly timesheets, process expense reports, and other approval documents; verify proper coding and supporting documentation.
• Reconcile department staff p-card transactions and code charges in DocLink.
• Manage the K-Tag account for the Plant Services team.

Office Operations and Team Support

• Stock the second-floor breakroom and department supplies, coordinating orders with front office staff.
• Provide backup support for the front desk during lunches, department meetings, and absences; assist other department administrators as needed.
• Prepare workspaces for new employees and assist with onboarding.
• Order business cards, hard hats, safety glasses, and p-cards.
• Book last-minute travel as needed, coordinating with the Travel Coordinator when necessary.

Shipping, Facilities, and Logistics

• Prepare FedEx shipments by weighing packages, printing labels, and ensuring timely delivery.
• Submit maintenance work tickets, coordinate conference room setups, and request door unlocking as needed.

Education/Certification:

Required Knowledge & Experience:

• 3-5 years administrative experience required
• Sound knowledge of Microsoft Office Suite, MS Access and MS Project required
• Knowledge of general office equipment required
• Strong business math skills required
• Previous experience with an ERP system preferred