Administrative & Project Coordinator – Field Commissioning Team
Location: Bellevue, WA
Benefits: Standard Medical, Dental, Vision, Holiday, PTO
Pay Range: $34.00 /hr. – $40.00 /hr.
Position Overview:
The Administrative & Project Coordinator provides essential operational support to the Field Commissioning Team, enabling technical staff and leadership to focus on high-value engineering work and customer deliverables. This role ensures smooth project execution through proactive coordination, documentation management, and administrative oversight across multiple concurrent commissioning projects.
Key Responsibilities
Travel & Logistics Coordination:
– Coordinate field travel for commissioning engineers and technicians
– Track team availability and optimize resource deployment across project sites
– Coordinate equipment shipping and logistics for field assignments
Project Administration & Documentation:
– Maintain project tracking systems and status dashboards
– Organize and manage project documentation, reports, and deliverables
– Ensure timely administrative follow-up on project milestones
– Support document control and filing systems (electronic and physical)
Quality Management System Support:
– Maintain and distribute commissioning checklists and standardized forms
– Ensure field teams have current versions of all quality documentation
– Track completion of commissioning checklists and quality control forms
– Organize and archive completed quality documentation per retention requirements
– Support continuous improvement of commissioning procedures and templates
– Coordinate quality audits and document review processes
– Assist with non-conformance tracking and corrective action follow-up
Site Compliance & Onboarding:
– Manage site-specific onboarding requirements and safety certifications
– Track and maintain compliance documentation for field personnel
– Coordinate customer-specific training and access requirements
– Ensure all site entry prerequisites are met prior to field deployment
Procurement & Financial Support:
– Coordinate purchase orders and vendor invoicing
– Track department related procurement and budget expenditures
– Liaise with finance and procurement departments
Meeting & Communication Management:
– Schedule and coordinate internal and external meetings
– Prepare meeting agendas and distribute materials
– Track action items and follow up on deliverables
– Prepare status reports and presentations for leadership
Cross-Functional Coordination:
– Serve as liaison between commissioning team and other departments
– Support resource planning and scheduling activities
– Facilitate communication flow across project stakeholders
– Assist with general operational needs and process improvements
Qualifications:
Required:
– 5+ years of administrative, project coordination, or operations support experience
– Strong organizational skills with ability to manage multiple priorities simultaneously
– Proficiency in Google Suite and Microsoft Office.
– Excellent written and verbal communication skills
– Detail-oriented with strong follow-through capabilities
– Understanding of quality documentation and document control principles
Preferred:
– Experience supporting field operations, engineering, or technical teams
– Familiarity with project management tools (e.g., MS Project, Smartsheet, )
– Knowledge of procurement processes and expense management systems
– Understanding of compliance and safety documentation requirements
– Experience with quality management systems (ISO 9001 or similar)
– Associate's or Bachelor's degree in Business Administration or related field
Success Metrics:
– Reduction in administrative workload for technical staff and leadership
– On-time completion of travel arrangements and site compliance requirements
– Accuracy and timeliness of project documentation and reporting
– Compliance rate with quality management system requirements
– Stakeholder satisfaction with coordination and communication support
– Improved operational efficiency and process consistency
Work Environment:
– Office-based with occasional site visits as needed
– Collaboration with field-based commissioning personnel
– Fast-paced environment supporting multiple concurrent projects
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