{"id":4283230,"url":"https://alion.io/job/gotion-high-tech-administrative-specialist-project-coordination","title":"Administrative Specialist- Project Coordination","company":{"id":59054,"name":"Gotion High-tech","domain":"gotion.com","url":"https://alion.io/company/gotion-high-tech","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":{"grade":"C","score":63,"open_postings":128,"ghost_share":0.539,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":152,"computed_at":"2026-11-14T05:58:10Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Manteno, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":65000,"max":75000,"currency":"USD","period":"year","gross":null,"usd_annual":75000},"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-11-13T15:44:37Z","employer_posted_date":"2026-11-13","last_verified_at":"2026-11-15T03:00:01Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":0,"flags":["company_stale"],"days_open":1},"description":"Gotion Inc. is based in Silicon Valley, CA, currently building a Manufacturing facility in Manteno, IL and has R&D centers in Ohio, China, Japan and Europe. We innovate in the next generation electric vehicle and energy storage technologies (lithium batteries and related systems) with the aim to accelerate electrified transportation and achieve sustainable development. Gotion is powered by a leading power battery technology company that provides solutions for vehicles including the world's first mass commercial e-bus route.\nGotion is a career destination - we are not simply attempting to just fill another job, but to pursue a dream of global green energy together! We offer outstanding opportunities to individuals seeking an exciting and challenging working environment. Everyone is highly valued and plays a vital role in the growth of our organization.\nAdministrative Specialist - Project Coordination\nDepartment: Administration\nLocation: Manteno, Illinois\nPosition Type: Full-Time\nReports To: Senior Office Manager\nPosition Summary\nThe Administrative Specialist (Project Coordination) supports the planning, coordination, tracking, and completion of administrative, facilities, and operational projects.\nThe ideal candidate is organized, proactive, detail-oriented, and capable of coordinating multiple projects and priorities in a fast-paced manufacturing environment.\nEssential Duties and Responsibilities\nProject Planning and Coordination\nCoordinate assigned administrative, facilities, and operational projects from planning through completion.\nWork with management to establish project objectives, timelines, milestones, and responsibilities.\nDevelop and maintain project schedules, task lists, action-item trackers, and completion deadlines.\nCoordinate project meetings, vendor discussions, and required follow-up activities.\nMonitor project progress and follow up with responsible parties on outstanding tasks.\nIdentify delays, scheduling conflicts, and resource needs, escalating significant issues to the Senior Office Manager.\nSupport multiple projects simultaneously while managing deadlines and changing priorities.\nProject Tracking and Reporting\nMaintain a centralized tracker for all assigned projects.\nTrack project status, priorities, assigned responsibilities, deadlines, budgets, outstanding items, and next steps.\nPrepare regular project updates highlighting progress, upcoming deadlines, delays, and items requiring management attention.\nMonitor overdue tasks and follow up to ensure timely completion.\nMaintain records of completed milestones, decisions, and outstanding obligations.\nCoordinate project closeout documentation and confirm completion of assigned deliverables.\nCross-Functional and Stakeholder Coordination\nCoordinate project activities with Administration, Facilities, HR, Finance, Procurement, IT, Safety, Security, Operations, and other departments.\nCommunicate project schedules, responsibilities, deadlines, and updates to relevant stakeholders.\nOrganize meetings, prepare meeting notes, and track assigned action items.\nFollow up with internal departments and vendors to obtain information, approvals, and required deliverables.\nMaintain professional relationships and support effective communication between project participants.\nEscalate unresolved issues or missed commitments to the Senior Office Manager.\nVendor and Contractor Coordination\nCoordinate vendor and contractor activities for assigned projects.\nRequest quotes, collect proposals, and organize supporting documentation.\nSchedule vendor visits, installations, inspections, deliveries, and service appointments.\nMonitor vendor commitments, completion dates, and outstanding work.\nVerify service completion and follow up on deficiencies or delays.\nCoordinate personnel, equipment, materials, and supplies needed for project activities.\nMaintain vendor records, agreements, invoices, and project correspondence.\nFollow established purchasing and approval procedures.\nFacilities Coordination and Office Operations\nSupport facilities improvements, office expansions, workspace changes, and administrative operational projects.\nCoordinate office moves, furniture installations, equipment relocations, and workspace reconfigurations.\nAssist with scheduling contractors, deliveries, maintenance services, and facilities-related activities.\nMonitor assigned facilities projects and follow up on outstanding work orders and service requests.\nCoordinate with internal departments to minimize disruptions to daily operations.\nAssist with office organization, workspace planning, and operational improvements as assigned.\nReport facility concerns, project delays, and service issues to the Senior Office Manager.\nProject Budget and Expense Tracking\nTrack approved project budgets, purchasing requests, quotes, invoices, and expenses.\nMaintain accurate records of committed and actual project costs.\nMonitor expenses and identify potential budget overruns or discrepancies.\nCoordinate invoice documentation and approval routing with Finance and Procurement.\nPrepare project expense summaries and supporting reports.\nIdentify opportunities to reduce costs and improve resource utilization.\nFollow company purchasing policies, spending limits, and approval requirements.\nProject Documentation and Process Improvement\nMaintain organized project files, schedules, reports, meeting notes, approvals, and completion records.\nDevelop and update project trackers, checklists, templates, and reporting tools.\nDocument changes to project schedules, responsibilities, budgets, and deliverables.\nMonitor project risks, unresolved issues, and outstanding approvals.\nSupport development of standard operating procedures and administrative process improvements.\nMaintain confidentiality of business, financial, and project information.\nComplete additional administrative and operational projects assigned by management.\nTravel Coordination and Management\nCoordinate domestic and international travel arrangements for employees, including large groups of 15 or more traveling for training, business meetings, and company activities.\nResearch and coordinate airline reservations, hotel accommodations, ground transportation, and other travel-related services to ensure cost-effective and efficient arrangements.\nManage relationships with local hotels, including negotiating corporate rates, coordinating group accommodations, resolving service issues, and maintaining preferred hotel partnerships.\nServe as the primary point of contact for corporate travel vendors, including RouteSpring and GTT Travel, to coordinate reservations, itinerary changes, cancellations, and travel-related requests.\nManage travel modifications, refunds, exchanges, credits, and additional charges, including baggage fees, seat upgrades, and other travel expenses.\nReview and reconcile travel invoices, booking confirmations, refunds, credits, and additional charges to ensure billing accuracy.\nIdentify opportunities to improve travel coordination processes, reduce costs, and strengthen vendor performance and service quality.\nTeamwork and Cross-Coverage\nAssist Administration team members during absences, high-volume periods, special events, and competing priorities.\nProvide support with administrative operations, facilities coordination, meetings, events, and other departmental responsibilities as needed.\nCommunicate effectively, share project information, and coordinate responsibilities to ensure timely completion of work.\nMaintain accountability for assigned projects while remaining flexible and supportive of overall department needs.\nAssist with additional administrative responsibilities and special projects as directed by management.\n\nQualifications and Requirements\nBachelor's degree or equivalent combination of education and relevant experience preferred.\nMinimum of 3-5 years of experience in project coordination, administration, facilities operations, or related work.\nExperience coordinating multiple projects, vendors, schedules, and deadlines.\nProficient in Microsoft Office, especially Excel, PowerPoint, Word, and Outlook.\nStrong communication, organization, and multitasking skills.\nAbility to maintain project trackers, prepare reports, and monitor budgets.\nStrong problem-solving skills and attention to detail.\nAbility to work independently and manage competing priorities.\nProfessional, dependable, discreet, and collaborative.\nMaintains confidentiality, sound judgment, and respectful workplace conduct.\n\nKey Competencies\nProject planning and coordination\nProject tracking and reporting\nOrganization and time management\nVendor and stakeholder coordination\nFacilities and office operations\nBudget and expense tracking\nProblem-solving and initiative\nDocumentation and attention to detail\nProfessional communication\nTeamwork and accountability\nPerformance Expectations\nPerformance will be evaluated based on:\nProject Coordination: Timely completion of assigned milestones, deliverables, and project activities.\nProject Tracking: Accurate project trackers, schedules, status updates, and follow-up on outstanding tasks.\nCommunication and Coordination: Effective communication with management, departments, vendors, and project stakeholders.\nVendor and Facilities Support: Timely scheduling, coordination, and follow-up of contractors, installations, facilities projects, and service providers.\nBudget and Cost Control: Accurate expense tracking, invoice documentation, and compliance with approved budgets and purchasing procedures.\nDocumentation and Compliance: Complete project records, timely reporting, confidentiality, and adherence to company procedures.\nTeamwork and Cross-Coverage: Willingness to assist Administration team members, share information, and support department priorities.\nReliability and Professionalism: Consistent follow-through, proactive problem-solving, accountability, and professional workplace conduct.\n\nWork Environment\nThis position operates primarily in an office environment within a manufacturing facility and requires regular coordination with internal departments, vendors, contractors, and management.\nResponsibilities may include visits to facilities, project sites, office areas, and vendor locations. Schedule flexibility may be required to support installations, office moves, project deadlines, vendor activities, and time-sensitive operational needs.\nBase pay is one part of our total compensation package at Gotion, and is determined within a range. This provides you with the opportunity to progress as you grow and advance your career at Gotion. The base pay range for this role is shown below, and will depend on your skills, qualifications, experiences, and location.\nExpected Pay Range\n$65,000—$75,000 USD\nGotion Inc. is proud to be an equal opportunity employer. We are dedicated to fostering a diverse workforce that reflects the communities we serve, cultivating a culture of inclusion and belonging, and ensuring equal employment opportunities for all.\nWe provide equal opportunity to all individuals regardless of race, creed, color, religion, gender, sexual orientation, gender identity or expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related conditions (including breastfeeding), parental status, criminal histories consistent with legal requirements, or any other characteristic protected by law.\nAt Gotion Inc., we strive to create an environment where everyone feels valued, respected, and empowered to thrive.","description_format":"text","description_chars":11535,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Energy Storage"],"lifecycle":[{"event":"open","at":"2026-11-13T21:00:21Z"}],"visa":[{"country":"US","licensed_sponsor":true,"adverts_offering_sponsorship_24m":0,"sanctioned_now":false,"evidence":"H-1B filings in 12 months: 7 · green card filings: 3","filings_12m":7,"filings_prev_12m":16,"green_card_filings_12m":3,"median_offered_wage_usd":118000,"route":null,"cap_exempt":false,"checked_at":"2026-11-14T07:33:33+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)","US Department of Labor: PERM disclosure data (green cards)"],"filings_for_role_12m":0}],"liveness":{"score":60,"band":"ok","label":"Likely open","p_open":1,"p_active":0.602,"p_room":1,"age_days":0,"expected_fill_days":152,"reasons":["conf:3","stale_co","win:early","comp:brand"],"computed_at":"2026-11-14T05:58:10Z"},"pay":{"stated_usd_annual":75000,"is_top_pay":true},"html_url":"https://alion.io/job/gotion-high-tech-administrative-specialist-project-coordination","json_url":"https://alion.io/job/gotion-high-tech-administrative-specialist-project-coordination.json","meta":{"generated_at":"2026-11-15T04:44:31Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":414,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-16T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":59054},"rest":"https://alion.io/mcp/rest/get_company?id=59054"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fgotion-high-tech-administrative-specialist-project-coordination"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"free","price":{"credits":0,"usd":0},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fgotion-high-tech-administrative-specialist-project-coordination"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fgotion-high-tech-administrative-specialist-project-coordination"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/gotion-high-tech-administrative-specialist-project-coordination\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fgotion-high-tech-administrative-specialist-project-coordination"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":4283230}},{"tool":"search_jobs","arguments":{"company":"gotion.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":4283230},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); 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