Administrative Coordinator

As the Administrative Coordinator for Ford Energy, you will serve as the operational heartbeat for our Sales team and other critical functions across the business. In this role, you will provide essential support to a multi‑disciplinary team, ensuring that our field service, engineering, and operations groups remain agile, organized, and prepared for global execution. You are the central point of contact for complex logistics and team‑wide coordination, acting as the primary resource that enables our experts to focus on maintaining and scaling Ford’s energy infrastructure.

• Coordinate complex international and domestic travel for multiple team members simultaneously, including flights, accommodations, ground transport, and visa requirements.
• Provide real‑time, "on-the-road" support to manage last‑minute changes to itineraries, meeting locations, or travel disruptions across different time zones.
• Organize logistics for service‑related site visits, customer workshops, manufacturing plant tours, and supplier engagements.
• Provide administrative support for trade shows and conferences, including registration, event setup, and related logistics for the team as needed.
• Execute timely and accurate expense reports via Concur for various team members, ensuring strict adherence to Ford’s global travel and craft policies.
• Oversee departmental procurement requests, manage incoming correspondence, and maintain organized digital filing systems.
• Prepare, format, and distribute high‑quality agendas, briefing packets, and internal reports for departmental reviews and staff meetings.
• Facilitate the scheduling and logistics for recurring Service staff meetings, Monthly Operating Reviews (MORs), and team‑wide events.
• Support and coordinate customer visits by handling logistics such as visitor reception, catering/lunch ordering, room setup, and other day‑of‑visit needs to ensure a seamless onsite experience.
• Provide administrative assistance to the Service team and other functional areas across the organization as needed, ensuring seamless communication between the field and the home office.
• Assist in the administrative onboarding of new team members, ensuring they have the necessary tools, access, and orientation to hit the ground running.

• Experience:
  
  Hight School Diploma and 3+ years of experience in an administrative coordination or high‑volume support role within a corporate environment.
• Logistics Mastery:
  Proven expertise in managing complex domestic and international travel arrangements and expense reporting.
• Technical Proficiency:
  Expert‑level skills in Microsoft 365 (Outlook, Teams, PowerPoint, Excel) and hands‑on experience with Concur and SharePoint.
• Communication:
  Strong written and verbal communication skills with the ability to interface with diverse teams and external partners.

• Associate’s degree
• Experience supporting Service, Operations, or Engineering teams.
• Familiarity with Ford’s internal systems and global travel policies.
• Experience working in a startup or rapidly scaling business unit.

• The "Two Steps Ahead" Mindset: A natural ability to anticipate the needs of a group and resolve logistical hurdles before they impact the team.
• Exceptional Precision:
  High attention to detail regarding flight times, meeting links, and expense reporting—where accuracy is non‑negotiable.
• Multitasking Expert:
  Ability to remain calm and organized while managing competing priorities from multiple stakeholders across the organization.
• Proactive Problem Solver:
  Takes ownership of departmental "friction points" and implements solutions to keep the team moving forward.

This position is a salary grade 6 and ranges from $74,300–$124,500. Final determination of salary grade will be based on candidate’s skills and experience, and base salary will be set within the applicable range according to job scope, responsibility and competitive market value.

• Immediate medical, dental, vision and prescription drug coverage
• Flexible family care days, paid parental leave, new parent ramp‑up programs, subsidized back‑up child care and more
• Family building benefits including adoption and surrogacy…