[Hiring] Engineering Coordinator @Kastle Systems International

Role Description

The remote Engineering Coordinator serves as a vital bridge between high-level executive operations and day-to-day engineering workflows. This remote role provides executive administrative support to engineering leadership while managing project documentation, team coordination, and cross-functional communications to ensure smooth technical and departmental operations.

Responsibilities

• Engineering Operations & Task Coordination
  • Manage the administrative workflow of engineering task requests through Smartsheet.
  • Review requests for completeness and required documentation.
  • Coordinate task assignments and maintain accurate ownership.
  • Monitor deadlines, overdue tasks, and outstanding action items.
  • Maintain visibility into engineering workload and resource allocation.
  • Provide recurring task-status reporting to engineering leadership.
• Project & Quote Coordination
  • Maintain centralized tracking of active projects, quotes, milestones, and engineering deliverables.
  • Coordinate upcoming project and quote requirements with Sales and Operations.
  • Track engineering assignments, deadlines, SLAs, and key milestones.
  • Verify required documentation is complete prior to scheduling reviews.
  • Maintain a 30/60/90-day outlook of anticipated engineering workload.
  • Identify potential scheduling, resource, or documentation issues and escalate them appropriately.
• Engineering Operations
  • Provide administrative and operational support to the VP of Engineering and Engineering Managers.
  • Coordinate departmental meetings, calendars, agendas, and meeting materials.
  • Document meeting minutes, decisions, and action items.
  • Track follow-up activities through completion.
  • Coordinate departmental onboarding, training, equipment, software, and system access.
  • Maintain training, certification, and professional-development records.
• Documentation & Process Management
  • Maintain engineering procedures, SOPs, templates, standards, and administrative documentation.
  • Assist with implementation of departmental processes.
  • Maintain document-control practices and departmental records.
  • Coordinate document reviews and verify required documentation is complete.
  • Identify opportunities to improve departmental workflows, communication, and efficiency.
  • Assist with creation of reports, presentations, procedures, and other management documentation.
• Cross-Functional Coordination
  • Serve as an administrative coordination point between Engineering, Sales, Operations, Procurement, Finance, HR, and other departments.
  • Track and follow up on information requests and outstanding actions.
  • Coordinate future engineering requirements associated with upcoming projects and quotes.
  • Communicate project, quote, training, and resource requirements to appropriate stakeholders.
• Leadership & Special Projects
  • Provide direct administrative support to Engineering Leadership.
  • Assist leadership with departmental planning, reporting, and special initiatives.
  • Prepare management reports, dashboards, and presentations.
  • Support process-improvement and organizational initiatives.
  • Perform other departmental responsibilities as assigned.

Qualifications

• 1 - 3 years of blended experience in project coordination, technical administration, or executive assistant support—preferably within engineering, physical security, low-voltage systems, or construction technology.
• High proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint). Familiarity with project tracking tools (e.g., Asana, Jira, Smartsheet) is a plus.
• Exceptional calendar management, multi-tasking, and document control skills in a fast-paced environment.
• Polished verbal and written communication skills with the ability to interact professionally with C-suite leaders, technical engineers, subcontractors, and clients.
• Proactive mindset with strong discretion handling confidential executive and operational data.
• Associate or Bachelor’s degree in Business Administration, Communications, or a related technical discipline preferred (or equivalent practical experience).
• 1-3 years prior experience in a fast moving coordinator or administrative assistant role.

Company Description

Preferred locations: Candidates based in Plymouth, MI; Columbus, OH; or Sterling, VA are preferred. However, this role is fully remote, and applicants may reside anywhere in the U.S.

This is a remote Engineering Coordinator career opportunity with i2G Systems. Learn more about i2G: i2G Careers

Equal Opportunity Statement: We are an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, marital status, pregnancy or any other basis protected by applicable federal or state laws.