Listing evidence and provenance
- Source
- Greenhouse View original listing
- Freshness
- Open in the current public read path; this is not an employer guarantee.Last observed November 14, 2026
- Classification
- Modern power-system classification not yet published for this listing.Legacy source industry field: Energy Storage
- Pay provenance
- Employer-provided pay
Job Description
Department: Administration Location: Manteno, Illinois Position Type: Full-Time Reports To: Senior Office Manager
Key Responsibilities
- The Administrative Specialist (Project Coordination) supports the planning, coordination, tracking, and completion of administrative, facilities, and operational projects.
- The ideal candidate is organized, proactive, detail-oriented, and capable of coordinating multiple projects and priorities in a fast-paced manufacturing environment.
- Project Planning and Coordination
- Coordinate assigned administrative, facilities, and operational projects from planning through completion.
- Work with management to establish project objectives, timelines, milestones, and responsibilities.
- Develop and maintain project schedules, task lists, action-item trackers, and completion deadlines.
- Coordinate project meetings, vendor discussions, and required follow-up activities.
- Monitor project progress and follow up with responsible parties on outstanding tasks.
- Identify delays, scheduling conflicts, and resource needs, escalating significant issues to the Senior Office Manager.
- Support multiple projects simultaneously while managing deadlines and changing priorities.
- Project Tracking and Reporting
- Maintain a centralized tracker for all assigned projects.
- Track project status, priorities, assigned responsibilities, deadlines, budgets, outstanding items, and next steps.
- Prepare regular project updates highlighting progress, upcoming deadlines, delays, and items requiring management attention.
- Monitor overdue tasks and follow up to ensure timely completion.
- Maintain records of completed milestones, decisions, and outstanding obligations.
- Coordinate project closeout documentation and confirm completion of assigned deliverables.
- Cross-Functional and Stakeholder Coordination
- Coordinate project activities with Administration, Facilities, HR, Finance, Procurement, IT, Safety, Security, Operations, and other departments.
- Communicate project schedules, responsibilities, deadlines, and updates to relevant stakeholders.
- Organize meetings, prepare meeting notes, and track assigned action items.
- Follow up with internal departments and vendors to obtain information, approvals, and required deliverables.
- Maintain professional relationships and support effective communication between project participants.
- Escalate unresolved issues or missed commitments to the Senior Office Manager.
- Vendor and Contractor Coordination
- Coordinate vendor and contractor activities for assigned projects.
- Request quotes, collect proposals, and organize supporting documentation.
- Schedule vendor visits, installations, inspections, deliveries, and service appointments.
- Monitor vendor commitments, completion dates, and outstanding work.
- Verify service completion and follow up on deficiencies or delays.
- Coordinate personnel, equipment, materials, and supplies needed for project activities.
- Maintain vendor records, agreements, invoices, and project correspondence.
- Follow established purchasing and approval procedures.
- Facilities Coordination and Office Operations
- Support facilities improvements, office expansions, workspace changes, and administrative operational projects.
- Coordinate office moves, furniture installations, equipment relocations, and workspace reconfigurations.
- Assist with scheduling contractors, deliveries, maintenance services, and facilities-related activities.
- Monitor assigned facilities projects and follow up on outstanding work orders and service requests.
- Coordinate with internal departments to minimize disruptions to daily operations.
- Assist with office organization, workspace planning, and operational improvements as assigned.
- Report facility concerns, project delays, and service issues to the Senior Office Manager.
- Project Budget and Expense Tracking
- Track approved project budgets, purchasing requests, quotes, invoices, and expenses.
- Maintain accurate records of committed and actual project costs.
- Monitor expenses and identify potential budget overruns or discrepancies.
- Coordinate invoice documentation and approval routing with Finance and Procurement.
- Prepare project expense summaries and supporting reports.
- Identify opportunities to reduce costs and improve resource utilization.
- Follow company purchasing policies, spending limits, and approval requirements.
- Project Documentation and Process Improvement
- Maintain organized project files, schedules, reports, meeting notes, approvals, and completion records.
- Develop and update project trackers, checklists, templates, and reporting tools.
- Document changes to project schedules, responsibilities, budgets, and deliverables.
- Monitor project risks, unresolved issues, and outstanding approvals.
- Support development of standard operating procedures and administrative process improvements.
- Maintain confidentiality of business, financial, and project information.
- Complete additional administrative and operational projects assigned by management.
- Travel Coordination and Management
- Coordinate domestic and international travel arrangements for employees, including large groups of 15 or more traveling for training, business meetings, and company activities.
- Research and coordinate airline reservations, hotel accommodations, ground transportation, and other travel-related services to ensure cost-effective and efficient arrangements.
- Manage relationships with local hotels, including negotiating corporate rates, coordinating group accommodations, resolving service issues, and maintaining preferred hotel partnerships.
- Serve as the primary point of contact for corporate travel vendors, including RouteSpring and GTT Travel, to coordinate reservations, itinerary changes, cancellations, and travel-related requests.
- Manage travel modifications, refunds, exchanges, credits, and additional charges, including baggage fees, seat upgrades, and other travel expenses.
- Review and reconcile travel invoices, booking confirmations, refunds, credits, and additional charges to ensure billing accuracy.
- Identify opportunities to improve travel coordination processes, reduce costs, and strengthen vendor performance and service quality.
- Teamwork and Cross-Coverage
- Assist Administration team members during absences, high-volume periods, special events, and competing priorities.
- Provide support with administrative operations, facilities coordination, meetings, events, and other departmental responsibilities as needed.
- Communicate effectively, share project information, and coordinate responsibilities to ensure timely completion of work.
- Maintain accountability for assigned projects while remaining flexible and supportive of overall department needs.
- Assist with additional administrative responsibilities and special projects as directed by management.
Requirements
- Bachelor's degree or equivalent combination of education and relevant experience preferred.
- Minimum of 3–5 years of experience in project coordination, administration, facilities operations, or related work.
- Experience coordinating multiple projects, vendors, schedules, and deadlines.
- Proficient in Microsoft Office, especially Excel, PowerPoint, Word, and Outlook.
- Strong communication, organization, and multitasking skills.
- Ability to maintain project trackers, prepare reports, and monitor budgets.
- Strong problem-solving skills and attention to detail.
- Ability to work independently and manage competing priorities.
- Professional, dependable, discreet, and collaborative.
- Maintains confidentiality, sound judgment, and respectful workplace conduct.
- Project planning and coordination
- Project tracking and reporting
- Organization and time management
- Vendor and stakeholder coordination
- Facilities and office operations
- Budget and expense tracking
- Problem-solving and initiative
- Documentation and attention to detail
- Professional communication
- Teamwork and accountability
Ready to Apply?
Apply directly on Gotion's site
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