Administrative & Program Coordinator II (Incentives, Site Communications & Admin Support)

About the role

A client of US Tech Solutions is looking for an experienced Administrative Assistant II to provide administrative, operational and program support for site-wide initiatives, formal communications, incentive administration and stakeholder engagement. The role acts as a coordination point between business units, site leadership, external organizations and administrative teams, ensuring timely incentive processes, accurate records, effective communications and successful coordination of site visits and events. It is a hybrid, full-time position lasting 6 months, paid at CRC 4400 - 4462.86 per hour.

Key responsibilities

• Incentives program administration: communicate submission timelines, eligibility and documentation standards to stakeholders; collect, organize, review and track documents; review submissions for completeness and coordinate follow-up.
• Maintain program documentation, approvals, agreements, declarations and reimbursement tracking, and keep records for up to five years after project completion.
• Compile and submit reimbursement packages on time, and work with business partners and cost center owners on reimbursement documentation.
• Prepare and distribute formal site communications through approved channels, draft and proofread content, manage communication schedules and archives, and support communication calendars.
• Support administrative teams with stakeholder visits: coordinate meeting logistics, visitor access, agendas, conference rooms, catering, transportation and materials.
• Help plan and run site events, leadership engagements and employee activities, and prepare meeting materials, presentations, reports and correspondence.

Required profile

• 3+ years of experience in administrative support, business operations, communications, project support or related roles.
• Experience supporting multiple stakeholders in a fast-paced environment and handling confidential information with discretion.
• Preferred: experience with documentation-intensive programs, grants, incentives or reimbursements, executive or customer visits, communication calendars, large corporate or multinational settings, records retention and audit support.
• Associate's degree or equivalent experience.

Required skills

• Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Strong organizational, documentation and record-management skills.
• Excellent written and verbal communication skills.