[Hiring] Administrative Assistant – Engineering REMOTE USA
Position: Administrative Assistant – Engineering
Date Posted: 20 January 2026
Industry: Manufacturing / Dairy / Food Production / Engineering Services
Employment Type: Full Time
Experience: 2–3 years of administrative experience preferred
Qualification: Estimated Qualification like High School Diploma with relevant experience or Associate/Bachelor Degree
Salary: $47,718 – $71,577 per year
Location: Dodge City, KS, USA (REMOTE)
Company: Hilmar Cheese Company
Description:
Hilmar Cheese Company is seeking a detail-oriented and organized Administrative Assistant – Engineering to provide remote administrative and clerical support to its Engineering Services team. Since its establishment in 1984, Hilmar has been committed to innovation, sustainability, and producing high-quality dairy products that serve leading food and beverage brands worldwide.
In this role, you will support engineering services, process technology, and operational technology teams across multiple sites. Your daily responsibilities will involve procurement coordination, invoice processing, document control, vendor communication, and support for project and asset management activities. This position plays a key role in ensuring smooth administrative operations for engineering-related projects.
Key Responsibilities
Project Procurement Support
• Create and manage SAP requisitions for vendor quotations related to engineering services
• Verify invoices include proper supporting documentation such as timesheets, images, or material cost details
• Ensure invoices align with purchase orders and contract terms, escalating discrepancies when needed
• Post, monitor, and track invoices in SAP for timely processing
• Coordinate internal and external documentation requirements for engineering projects, including tax exemption forms
Communication & Meeting Facilitation
• Liaise with vendors regarding invoices, purchase orders, and change order requests
• Communicate effectively with engineering teams, leadership, and internal stakeholders
• Facilitate lessons-learned and retrospective meetings with large teams, track action items, and document outcomes in project management tools
Document & Process Management
• Organize and maintain proposals, contracts, terms and conditions, and project documentation
• Maintain version control of key engineering service documents throughout project lifecycles
• Develop, edit, and update business process maps using Microsoft Visio
General Administrative Support
• Assist with additional administrative tasks related to engineering services and project tracking tools
• Provide support for long-term asset management documentation and reporting
Requirements
• High School Diploma with 4 years of related experience OR Associate Degree with 2 years of related experience
• Minimum 2–3 years of administrative experience, preferably in engineering, construction, manufacturing, food/dairy, biotech, or pharmaceutical sectors
• Experience using SAP or similar ERP systems is preferred
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities independently and meet deadlines
• Proficiency in Microsoft Outlook, Teams, Excel, Word, and PowerPoint
• Excellent written and verbal communication skills
Preferred Qualifications
• Associate Degree with 3 years of experience OR Bachelor’s Degree with 1 year of experience
• Knowledge of procurement, vendor coordination, and RFP processes
• Experience with document version control and project documentation systems
• Ability to create and update business process models using Visio or similar tools
• Familiarity with procurement and project management workflows
• Experience facilitating meetings and supporting remote teams
• Exposure to document automation or AI-based organization tools
Work Environment
This position is primarily office-based and sedentary in nature. Food safety is a shared responsibility across the organization, and employees are expected to understand their role in maintaining product quality and safety standards. Additional duties may be assigned as business needs evolve.
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