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Engineering Site Coordinator / Administrative Assistant

Engineering Site Coordinator / Administrative Assistant

VIAVIIndianapolis, IN, US
4 days ago
Job type
  • Full-time
Job description

Engineering Site Coordinator / Admin Asst

VIAVI (NASDAQ : VIAV) is a global provider of network test, monitoring and assurance solutions for telecommunications, cloud, enterprises, first responders, military, aerospace, and railway. VIAVI is also a leader in light management technologies for 3D sensing, anti-counterfeiting, consumer electronics, industrial, automotive, government and aerospace applications. We are the people behind the products that help keep the world connected at home, school, work, at play, and everywhere in between. VIAVI employees are passionate about supporting customer success and we welcome people who bring their best every day to the company to question, to collaborate and to push for solutions that will delight our customers.

We are seeking a detail-oriented Administrative Assistant to provide comprehensive support to our Engineering department. This role requires a proactive individual who can manage multiple responsibilities including documentation control, supplier coordination, facilities management, and cross-functional communication while supporting engineering operations across global teams.

Duties & Responsibilities

Key Responsibilities :

  • Coordinate procurement activities including submitting purchase requisitions, tracking purchase order status, onboarding new suppliers, and managing supply stock refreshes and ad hoc requests
  • Maintain financial planning documents including the Engineering Planning Workbook with CapEx, depreciation, and quarterly accruals, and prepare expense reports for team purchasing cards and travel
  • Create and manage Engineering Change Orders (ECOs) and Manufacturing Change Orders (MCOs) for software releases, and assist with Bill of Materials (BOM) creation and updates for assemblies
  • Handle domestic and international shipping logistics for Engineering department requests
  • Collaborate with IT and Facilities teams to resolve system access issues, coordinate hardware replacements and equipment redeployment, and submit and track facilities work orders
  • Develop monthly presentations for Engineering communications including team anniversaries and company news, maintain anniversary tracking systems, and coordinate catering for team events
  • Serve as primary liaison between engineering teams, procurement, and external vendors while responding to inquiries regarding part numbers, documentation, and supplier issues
  • Support cross-functional communication and coordination across multiple departments and global team members

Pre-Requisites / Skills / Experience Requirements

Required Qualifications :

  • Associate's degree or equivalent
  • 2+ years of administrative experience, preferably in an engineering or technical environment
  • Proficiency in Microsoft Office Suite, particularly Excel for data management and analysis
  • Expense reporting, and basic financial tracking
  • Strong organizational skills with ability to manage multiple priorities simultaneously
  • Excellent written and verbal communication skills for internal and external interactions

    • Preferred Qualifications :

  • Bachelor's degree or equivalent
  • Experience with purchase requisitions
  • Experience with SharePoint and engineering collaboration tools
  • Familiarity with engineering documentation processes
  • Knowledge of procurement processes and supplier management
  • Experience coordinating across global teams and time zones
  • Background in facilities coordination or IT support coordination
  • Event planning and internal communications experience

    • Skills Required :

  • Advanced Microsoft Excel capabilities for maintaining complex spreadsheets and databases
  • Strong written and verbal communication skills for global team coordination
  • Detail-oriented documentation and change control abilities
  • Procurement coordination and vendor management skills
  • Financial planning and expense management capabilities
  • Multi-tasking and project coordination across various departments
  • Problem-solving skills for resolving system and logistics issues

    • If you have what it takes to push boundaries and seize opportunities, apply to join our team today.

    VIAVI Solutions is an equal opportunity and affirmative action employer minorities / females / veterans / persons with disabilities.

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