Position Summary
The Engineering Administrative Coordinator Sr. provides administrative, operational, and project coordination support for internal departments within the Engineering and Critical Infrastructure organization. This position serves as a central point of coordination for department communications, budget management, project administration, reporting, records management, work management systems, purchasing activities, contractor interactions, and executive-level support functions.
Responsibilities
Primary Position Responsibilities
- Serves as a point of contact for inquiries related to Engineering and Critical Infrastructure activities.
- Answers incoming calls in a prompt, courteous and efficient manner and directs as needed.
- Coordinates administrative and operational activities across Engineering and Critical Infrastructure departments.
- Serves as primary administrative support resource for Engineering and Critical Infrastructure leadership.
- Coordinates scheduling activities for Engineering and Critical Infrastructure leadership, including meetings, travel arrangements, training events, and organizational commitments.
- Coordinates department communications, meetings, agendas, presentations, and action item trackingand coordinates follow-up activities to support completion of commitments.
- Coordinates department communications, meetings, agendas, presentations, action item tracking, and follow-up activities to support completion of commitments.
- Coordinates, tracks, prioritizes, and follows up on departmental task requests, assignments, and work activities to support timely completion of Engineering and Critical Infrastructure objectives.
- Assists with development, maintenance, and distribution of engineering, infrastructure, and operational reports.
- Supports capital project and budget administration, including documentation, tracking, record retention, and coordination with internal and external stakeholders.
- Coordinates purchasing requests, invoice processing, budget tracking, and vendor documentation.
- Maintains departmental records, contracts, agreements, permits, easements, policies, procedures, and project documentation in accordance with document retention requirements, regulatory standards, and company policies.
- Supports contractor onboarding, document collection, insurance tracking, and contractor communications.
- Assists with preparation of Board, executive, and management reporting materials.
- Assists with the development, maintenance, and reporting of departmental performance metrics, project status updates, and operational dashboards.
- Coordinates work activities between Engineering, Operations, GIS, IT, Member Services, Construction, and external agencies.
- Maintains proficiency in Maximo, NISC, GIS, SharePoint, Microsoft 365 applications, reporting tools, and other departmental systems.
- Complies with established CoServ safety and operating rules, procedures and guidelines including reporting unsafe practices to a supervisor.
- Complies with established CoServ Information Security Handbook, policies, procedures, and guidelines including reporting suspected information security incidents to Tech Support.
Secondary Position Responsibilities
- Mentors and trains administrative personnel on departmental procedures, systems, and business processes.
- Assists with monitoring and following up on safety, compliance, and other administrative matters as directed by leadership.
- Assists with software implementations, system upgrades, user acceptance testing, and business process improvement initiatives.
- Provides administrative and coordination support during emergency response, system restoration, operational events, and business continuity activities as assigned.
- Supports coordination of departmental training, conferences, employee development activities, and special events.
- Participates in departmental, organizational, and cross-functional meetings and receives training and professional development as directed by management.
- Performs special projects and other duties and activities as assigned.
- Serves as a member of the Emergency Restoration Team.
Position Requirements
Education, Experience, and Certifications Required
- High School Diploma or G.E.D equivalency.
- 7 years’ experience in the electric utility industry.
Education, Experience, and Certifications Preferred
- Associates or Bachelor’s degree in business.
Skills and Abilities Required
- Must have strong leadership and interpersonal skills.
- Must have strong communication skills, both written and verbal.
- Must be detailed-oriented and accurate.
- Must have strong organizational, time management and customer service skills.
- Must be able to work in a demanding, fast-paced environment.
- Must be able to work independently, with minimum supervision and in teams.
- Must have comprehensive knowledge of Microsoft Word, Excel, Outlook, NISC, Maximo, GIS ArcMap, SharePoint and the ability to learn additional software packages.
- Must have knowledge of basic mathematics.
- Must be able to prioritize and manage multiple tasks simultaneously.
- Must have accurate typing ability of 60 wpm.
Physical Requirements
- Indoor, office environment.
- Operates office equipment such as a computer, telephone, copier, etc.
- Ability to lift a minimum of 25 pounds.
- Ability to drive occasionally as needed.
- Ability to sit for long periods of time.
- Ability to work flexible or extended hours as needed or directed.
- Ability to travel, if necessary, for business and training.
- Requires frequent sitting, standing, walking, bending, and reaching.
- Drives company vehicle as needed.
Other Requirements
- Must have and maintain a valid Texas driver's license.