Sr. Administrative Assistant, Engineering

ADP; Colwich (KS); On-site; USD 45,000 - 65,000; Full time

Job summary

ADP is seeking a Senior Administrative Assistant in Colwich, KS to support Process Engineering, Automation, Design Services, Electrical Engineering, and Plant Services. You will coordinate calendars, manage communications, and assist with document control and reporting.

You will organize meetings, prepare transmittals, maintain schedules, and help with budgeting, timesheets, and procurement duties across the engineering team.

Qualifications

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

Responsibilities

• Coordinate team-wide scheduling and communications across departments.
• Manage Outlook calendars and emails, coordinating with internal and external customers to schedule meetings.
• Organize Lunch-and-Learn sessions, coordinate with vendors, invitations, rooms, food, setup and cleanup.
• Update the transmittal database and prepare outbound drawings.

Skills

MS Office

MS Access

MS Project

Administrative experience

Business math

Tools

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