Engineering Operations Coordinator
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Job Description
Engineering Operations Coordinator managing project administration, systems, billing readiness, and operational support. Supporting YA Group’s forensic consulting and engineering services.
Responsibilities:
- Manage project administration from intake and initial setup through ongoing maintenance and closure support
- Review project setup requests and apply client, billing, rate, budget, reference, and documentation requirements
- Create, modify, and maintain project, client, contact, billing, and operational records in NetSuite and other systems
- Create and maintain standardized project folder structures in Egnyte
- Review, approve, reject, and track time entries and expense submissions
- Perform billing-readiness reviews and resolve administrative issues affecting invoicing, reporting, or project progression
- Maintain operational trackers, recurring controls, project records, and documentation; research records and resolve discrepancies
- Support engineers with process and system questions via email, Microsoft Teams, telephone, and screen sharing
- Provide first-line troubleshooting for NetSuite, Concur, Egnyte, Microsoft applications, XactAnalysis, Claims Connect, and related processes
- Receive and route project intake inquiries from external contacts
- Coordinate with Engineering, Billing, Finance, Human Resources, Technical Support, and other internal groups
- Review project information, system entries, and documentation for accuracy, completeness, and compliance
- Resolve routine matters independently and escalate unusual, high-risk, disputed, or policy-related matters
- Provide formatting review of reports and project documents
- Train new engineers and Operations Administrators on company processes and systems
- Share best practices, cross-train team members, review work, and provide guidance
- Maintain templates, OneNote resources, training guides, knowledge materials, and process documentation
- Support new procedures, systems, workflows, client programs, rate changes, and operational initiatives
- Identify opportunities to improve efficiency, quality, and consistency
- Provide administrative support during catastrophe response and work additional hours when required
- Perform additional duties and special projects as assigned
Requirements:
- High school diploma or equivalent required; associate degree or higher preferred
- 3+ years of experience in administrative support, reception, facilities coordination, project administration, billing support, claims administration, or related role
- Industry experience highly preferred, particularly in engineering consulting, insurance, claims administration, legal support, or professional services
- Working knowledge of insurance and legal-service terminology preferred
- Proficiency with Microsoft Office applications and Adobe Acrobat
- Experience with NetSuite, Concur, Egnyte, XactAnalysis, Claims Connect, Monday.com, OneNote, or Power BI beneficial
- Strong organizational and time-management skills
- Exceptional attention to detail and commitment to data accuracy, quality control, and consistent process execution
- Strong customer service orientation and professional written, verbal, telephone, and virtual communication skills
- Critical-thinking, problem-solving, and research skills
- Resourcefulness and sound judgment, including ability to recognize uncertainty or risk and escalate appropriately
- Technical aptitude and ability to learn, navigate, and troubleshoot multiple business systems and evolving processes
- Adaptability and process-improvement mindset
Benefits:
- Employee-focused culture
- Strong commitment to work-life balance
- Remote work
- Flexible vacation
- Paid holidays
- Paid family care/sick leave
- Parental leave
- Medical, Dental, Vision + more
- 401k w/match
- Career growth
- Competitive salaries
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