Administrative Assistant/ Project Coordinator Full Time NEW

Location: 100% Onsite – Canton, NY

Schedule: Full-Time, M-F, 8am – 5pm. Some OT possible – as approved on an occasional basis.

Interview Process: 2 Rounds. First round phone screen. Second round onsite panel interview.

One year expected. Possibility of extension based on demand.

** DOD/ITAR Compliant Required – This is an ITAR facility. DOD compliance requires US Citizens for this role. **

Responsibilities:

• Maintain project spend by entering and updating all capital and expense portfolio data into database; request project charge numbers and support budget tracking in coordination with Finance.
• Prepare, analyze, and distribute monthly project spend, labor, and SAP based reports for capital and expense projects.
• Track and update engineering, departmental, and operational metrics, including one pager metrics, divisional vital fews, and routine reporting.
• Manage experimental parts tracking and assist process engineers with quoting activities.
• Coordinate purchasing requests, receipts, documentation, and contractor related materials.
• Own logistics and coordination for recurring engineering and plant meetings (including the daily 10:00 a.m. plant project meeting); prepare agendas, consolidate slide decks, capture meeting notes, distribute action items, and follow up on commitments.
• Schedule meetings, conference rooms, vendor and visitor visits, and maintain shared calendars, distribution lists, and recurring meeting series.
• Organize onboarding for new employees, contractors, and interns, including materials, access requests, and system setup coordination.
• Route and track access requests, IT tickets, facilities service tickets, and other service requests for team members.
• Coordinate on site trainings, seminars, and external travel or training logistics, including registrations, documentation, and itineraries.
• Manage shared inboxes, collaboration platforms (e.g., Teams, SharePoint), and shared folders with standardized naming and version control.
• Maintain and update SOPs, templates, checklists, and controlled documents in accordance with plant documentation workflows; support audit preparation and documentation readiness.
• Track deadlines for project documentation, presentations, OneFile submissions, and extension requests; send reminders and follow up with owners.
• Draft and distribute routine communications, reminders, and coordination emails on behalf of the engineering team.
• Handle miscellaneous administrative and coordination tasks that reduce non technical workload for engineers.

Education

• HS Diploma or GED Minimum

Experience

• Highly proficient with Microsoft Office tools such as Word, Excel, PowerPoint, & Outlook (Required)
• Collaborate with key stakeholders to complete assigned tasks
• Experience with scheduling tools, navigating stakeholder and location availability
• 2+ years of previous experience as an Administrative Assistant or project coordinator (Required)
• Strong organizational and prioritization skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously.
• Exceptional attention to detail in data entry, documentation, scheduling, and reporting.
• Ability to anticipate needs, follow up on open items, and independently resolve routine issues.
• Professional written and verbal communication skills for interacting with engineers, leadership, vendors, and cross functional teams.

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