Engineering Administrator/Coordinator

Keep projects organized. Connect teams. Make an impact. Are you an organized, detail-oriented professional who enjoys keeping projects on track and helping teams work together effectively? Do you bring strong administrative skills, attention to detail, and the ability to manage competing priorities? We’re looking for an Engineering Administrator & Coordinator to support our Engineering Department through effective documentation, scheduling, reporting, and project coordination. This is an opportunity to play an important role in supporting engineering projects, coordinating information across departments, and helping ensure work progresses efficiently from start to finish. KEY RESPONSIBILITIES RESPONSIBILITIES AND DUTIES Engineering Administration & Coordination Maintain organized electronic and physical engineering project files, including drawings, specifications, technical submissions, correspondence, approvals, revisions, and closeout records. Coordinate document numbering, naming conventions, version control, distribution, and archiving to ensure teams are working from current information. Prepare, format, proofread, issue, and track engineering documents, reports, letters, transmittals, meeting minutes, and technical packages. Maintain registers and logs for drawings, submissions, requests for information, deficiencies, changes, approvals, and other engineering deliverables. Support the compilation of bills of materials, equipment lists, programming information, field data, test records, and as-built documentation as directed by technical staff. Coordinate signatures, reviews, and approvals and follow up on outstanding documentation to keep work progressing. Protect confidential, customer, and project information and follow established records-management practices. Engineering & Project Coordination Receive and organize new engineering work requests and confirm that required project information has been provided before assignment or review. Assist with engineering workload planning by maintaining schedules, priority lists, due dates, milestones, and status updates. Coordinate meetings, reviews, site visits, technical submissions, and handoffs between Engineering, Sales, Projects, Service, Inventory, and field teams. Prepare agendas, record decisions and action items, distribute minutes, and follow up with responsible parties on outstanding items. Communicate project status, document requirements, schedule impacts, and information gaps to the appropriate internal stakeholders. Support project start-up, procurement, staging, installation, commissioning, and closeout activities by coordinating the administrative information required at each stage. Escalate conflicting priorities, missing information, schedule risks, and unresolved customer or project issues to the appropriate manager. Technical and System Support Enter and maintain accurate customer, project, service, labour, material, and engineering information in NetSuite and other applicable systems. Assist with tracking labour, parts, purchase requirements, equipment availability, and engineering deliverables against project needs. Collect and verify field information required for programming, installation, commissioning, and final documentation. Coordinate requests for drawings, manuals, data sheets, test results, warranties, and vendor documentation. Assist Engineering staff with routine research, data compilation, spreadsheet maintenance, and report preparation. Identify opportunities to improve engineering administrative processes, templates, logs, and document workflows. Billing, Purchasing & Closeout Support Complete data capture and LEM entry and support reconciliation of engineering or project-related work orders. Assist with purchase requisitions, vendor documentation, packing slips, and cost-supporting records in coordination with Inventory, Finance, and project personnel. Help ensure labour, parts, subcontractor information, and supporting documentation…

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