Administrative Assistant for Engineering Support

The Engineering Administrator plays an important role in supporting the Engineering Department by performing clerical duties and administrative tasks to ensure engineering documentation, data and records are maintained accurately to facilitate smooth production workflows. This role combines strong organization and communication skills and attention to detail to support the engineering team in effectively meeting deadlines and in delivering high-quality designs and production support in a fast-paced manufacturing environment.

Position Responsibilities/Duties:

Document Management:

• Maintain the department's document management system so that all engineering records such as specifications, technical reports, design documents and standards, are properly stored, organized and archived for easy retrieval and access.
• Oversee and ensure, as applicable, the creation, revision, and distribution of engineering documents and reports in compliance with company standards and regulatory requirements.
• Ensure accurate document version control and updates using company-approved systems.

Data Entry and Reporting:

• Input technical and order-related data into spreadsheets, databases, and the company's ERP/MRP, ensuring alignment with engineering drawings and specifications.
• Generate reports from various data sources to provide insights into engineering performance metrics, including productivity, quality, cost estimates and continuous improvement.
• Utilize and maintain engineering generated data in the company's ERP/MRP system, ensuring that all material and production-related data is entered correctly and consistently to support material planning, procurement, and production scheduling.
• Perform routine checks and audits of engineering data in the company's ERP/MRP system to ensure its accuracy, completeness, and adherence to company standards.

Team Support:

• Provide general clerical support, including copying, scanning, and distributing documents as necessary.
• Act as a liaison between engineering and other business units for seamless information flow, resolving any data discrepancies that may arise.
• Provide guidance and training to other team members on the use of the company's ERP/MRP system and best practices for data entry and item creation.
• Support continuous improvement initiatives by identifying opportunities for improving data accuracy and system efficiency.

Administrative Support:

• Prepare and maintain department schedules, including team calendars and meeting bookings.
• Manage daily administrative operations for the Engineering Department such as scheduling and coordinating meetings, preparing and distributing meeting agendas, minutes, and action items, etc.
• Coordinate the onboarding new engineering team members by coordinating training schedules and ensuring they have access to necessary systems and tools.

Compliance and Standards:

• Ensure engineering documentation adheres to company policies, quality standards, and applicable industry regulations.
• Assist in preparing documents for audits and certifications as needed.
• Ensure adherence to ISO standards, safety protocols, and company policies.

Qualifications:

Education:

• Associate degree in Business Administration, or a related field (preferred) or high school diploma with organizational management/administrative experience or certification.

Experience:

• 4-5 years of experience in an administrative or coordinator role, preferably in an engineering or manufacturing environment.

Skills and Competencies:

• Strong organizational, multitasking and time management skills with strong attention to detail and ability to work with complex data sets.
• Excellent verbal and written communication skills for effective communication with cross-functional teams.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ERP/MRP systems such as Infor/Syteline.
• Experience with CAD or document management systems (e.g., AutoCAD, SolidWorks, SharePoint) is a plus.
• Ability to handle sensitive and confidential information with discretion.

Other Requirements:

• Strong problem-solving abilities and proactive attitude.
• Ability to work under supervision, take guidance and an eagerness to learn and grow in a fast-paced engineering environment.