Test Coordinator and Admin

polaris; Florida; On-site; USD 50,000 - 70,000; Full time

Job summary

Polaris Inc. is seeking a Shop / Office Assistant to provide administrative and site coordination support for the Fort Pierce marine innovation team.

You will manage records, purchasing, scheduling, fleet coordination, vendor support, and supply management at the Fort Pierce facility, with backup testing support for prototypes as directed. You will play a meaningful role in day-to-day operations, safety, and confidential engineering and product development activities, ensuring timely actions and

Qualifications

• High school diploma or equivalent required; an associate degree or certificate in business administration, office management, or a related field is preferred.
• Minimum of 3 years of experience as an administrative assistant, office coordinator, facility coordinator, or similar role is preferred.
• Strong proficiency with Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Teams.
• Experience with purchasing, invoices, expense reports, travel, document control, scheduling, vendor coordination, and enterprise administrative systems is preferred.
• Excellent organizational skills and attention to detail, with the ability to manage competing priorities and maintain confidentiality.

Responsibilities

• Coordinate daily administrative and operational activities for the Fort Pierce development and testing site.
• Create, organize, and maintain site records, procedures, contact lists, training records, and documentation for vehicles and equipment.
• Create purchase requisitions and purchase orders, coordinate vendor setup, quotes, approvals, and payment follow-up.
• Coordinate shipments, couriers, mail, and secure receipt of confidential prototype parts and equipment.
• Manage office, safety, shop, breakroom, and testing supplies by monitoring inventory and restocking materials.
• Coordinate local vendors and service providers for facility maintenance and utilities.
• Support fleet logistics for company vehicles and trailers, including service coordination and usage documentation.
• Track facility issues and service requests through closure, communicating scheduling and impacts to the site team.
• Support site safety and 5S activities with postings, records, and organized work areas.
• Identify process gaps and implement improvements while maintaining confidentiality regarding unreleased products.

Skills

Planning & Organization

Accountability

Communication

Education

High School Diploma or equivalent

Associate degree or certificate in business admin/office management

Tools

Microsoft Office

Job description

At Polaris Inc., we have fun doing what we love by driving change and innovation. We empower employees to take on challenging assignments and roles with an elevated level of responsibility in our agile working environment. Our people make us who we are, and we create incredible products and experiences that empower us to THINK OUTSIDE.

Position Overview:

As the Shop / Office Assistant, you will provide administrative and site coordination support for the marine innovation team at the Fort Pierce, Florida, development and testing facility. Serving as the primary contact for routine site needs, this role helps the facility operate safely, efficiently, and professionally through effective records management, purchasing, scheduling, fleet coordination, vendor support, and supply management. You will also provide trained backup support for testing prototype and pre-production products that may be ridden in or ridden on when directed by the test supervisor. Previous product testing, vehicle testing, marine testing, prototype testing, or related hands-on testing experience is highly preferred. This position provides meaningful ownership of day-to-day site operations while supporting confidential engineering and product-development activities.

Key Responsibilities:

• Coordinate daily administrative and operational activities for the Fort Pierce development and testing site, serving as the primary point of contact for routine site needs and driving assigned actions to timely closure.
• Create, organize, and maintain site records, procedures, contact lists, training records, shared electronic files, and documentation for vehicles, trailers, registrations, insurance, keys, fuel cards, service schedules, and support equipment.
• Create purchase requisitions and purchase orders, and coordinate vendor setup, quotes, approvals, receiving documentation, invoice resolution, and payment follow-up.
• Coordinate incoming and outgoing shipments, couriers, mail, freight documentation, and the secure receipt of confidential prototype parts and equipment.
• Manage office, safety, shop, breakroom, and testing supplies by monitoring inventory and restocking materials before shortages affect site operations.
• Coordinate local vendors and service providers for facility maintenance, janitorial services, waste removal, utilities, security, landscaping, pest control, and equipment service.
• Support fleet logistics for company vehicles and trailers, including routine service coordination and documentation of usage, condition, and damage.
• Track facility issues and service requests through closure, communicating scheduling, access, and operational impacts to the site team.
• Support site safety and 5S activities by maintaining required postings, inspection records, emergency contacts, training status, and organized work areas.
• Identify administrative and facility process gaps and implement practical improvements that reduce delays, costs, and team workload while maintaining strict confidentiality regarding unreleased products and development activities.
• After completing required training and when directed by the test supervisor, provide backup support for testing prototype and pre-production products designed to be ridden in or ridden on, including pre-test and post-test inspections, operating-hour and condition documentation, issue reporting, launching, retrieval, fueling, flushing, cleaning, and secure storage.
• Safely operate assigned prototype and pre-production products during durability testing in rough water, chop, wakes, and nearshore surf conditions, including operation at or near product capability limits, while following established test procedures and all required safety protocols.

Desired Competencies :

• Planning & Organization: You manage time, resources, and priorities effectively to meet deadlines and deliver consistent results.
• Accountability: You take ownership of your responsibilities, follow through on commitments, and hold yourself to high standards for quality and results.
• Communication: You clearly convey information, ideas, and expectations to diverse audiences, adjusting your message to ensure understanding and alignment.

Qualifications:

• High school diploma or equivalent required; an associate degree or certificate in business administration, office management, or a related field is preferred.
• Minimum of 3 years of experience as an administrative assistant, office coordinator, facility coordinator, or in a similar role is preferred.
• Strong proficiency with Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Teams.
• Experience with purchasing, invoices, expense reports, travel, document control, scheduling, vendor coordination, and enterprise administrative systems is preferred.
• Excellent organizational skills and attention to detail, with the ability to manage competing priorities, anticipate site needs, make sound decisions, and work effectively with limited