Hilmar · 1 week ago
Administrative Assistant - Engineering (Remote)
United States
Full-time
Remote
Entry, Mid Level
$48K/yr - $72K/yr
2+ years expHilmar Cheese Company is a leading producer of dairy products dedicated to innovation and sustainability. The Engineering Services Administrative Support Assistant provides critical administrative and clerical support to the Engineering Services team, handling procurement, invoice processing, document management, and facilitating communication among stakeholders.
Food and Beverage
Responsibilities
Create and manage requisitions in SAP for vendor quotes related to engineering services
Confirm invoices have vendor data backup with time sheets, pictures, or materials costs as required
Confirm invoices received follow purchase order and contract requirements; flag discrepancies to leadership
Post and track invoices in SAP; ensure timely and accurate processing
Coordinate with internal and external stakeholders on external stakeholder project forms data and communication for engineering services projects (e.g. tax exemption forms, etc.)
Communicate with vendors regarding invoices, purchase orders, and proposal change order requests
Communicate quickly with engineering services, leadership and staff
Facilitate initiative lessons learned and retrospective discussions with teams of 15+, create and follow up on action items from these discussions, and document them in our project management tools
Organize and maintain documentation including terms and conditions, proposals, and other project-related materials
Maintain version control of key engineering services documents used throughout project lifecycles
Utilize Visio to document, edit, and update engineering services business process models and business process maps, collaboratively or individually
Perform other administrative duties as assigned to support engineering services, including financial and Planview project management tool data
Support administrative tasks related to long-term asset management as needed
Qualification
Required
High School diploma and 4 years of related experience OR Associates degree plus 2 years of related experience
Minimum of 2–3 years of administrative experience, preferably in engineering, construction, manufacturing, food/dairy, biotech, or pharmaceutical industries
Strong organizational skills and attention to detail
Ability to manage multiple tasks and meet deadlines independently
Proficient in Microsoft Suite (Outlook, Teams, Excel, Word, PowerPoint)
Excellent written and verbal communication skills
Preferred
Experience with SAP or similar ERP systems preferred
Associates degree and 3 years of related experience OR Bachelor's degree and 1 year of related experience
Familiarity with procurement and vendor management processes, including RFP generation
Experience with version control systems or practices for managing project documentation
Ability to create and edit business process models or maps using Microsoft Visio or similar tools
Understanding of and exposure to procurement and project management workflows
Experience facilitating meetings
Exposure to document automation or AI-based organization tools
Experience in remote administrative support roles
Company
Hilmar
Hilmar improves lives around the world by being a leading producer of wholesome dairy products that contribute to the success of all stakeholders.
1001-5000 employees
H1B Sponsorship
Hilmar has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (13)
2024 (6)
2023 (8)
2022 (9)
2021 (3)
2020 (7)
Funding
Current Stage
Late StageLeadership Team
Jason Price
Chief Financial Officer
Scott Graham
Chief Operating Officer
Recent News
Company data provided by crunchbase