Torchora
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Key Responsibilities and Required Skills for Engineering Administrator

💰 $55,000 - $75,000

AdministrationEngineeringProject SupportOperations

🎯 Role Definition

Are you a master of organization with a passion for the technical world? This role requires a proactive and resourceful Engineering Administrator to become a vital hub for our innovative engineering team. In this role, you will be the central point of contact for administrative, project, and documentation needs, directly contributing to the successful delivery of complex engineering projects. You will work closely with project managers, engineers, and cross-functional teams to ensure our operations run smoothly and efficiently. This is a fantastic opportunity to immerse yourself in a fast-paced engineering environment and build a career at the intersection of administration and technology.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Executive Assistant (in a technical company)
  • Document Controller
  • Junior Project Coordinator

Advancement To:

  • Senior Engineering Administrator or Team Lead
  • Project Coordinator or Junior Project Manager
  • Engineering Operations Specialist

Lateral Moves:

  • Procurement Assistant or Buyer
  • Technical Writer

Core Responsibilities

Primary Functions

  • Manage and maintain the engineering document control system, ensuring all drawings, specifications, and technical documents are correctly versioned, stored, and distributed.
  • Act as the primary administrative point of contact for engineering projects, tracking key deadlines, milestones, and deliverables.
  • Prepare and process engineering change notices (ECNs), engineering change orders (ECOs), and other formal technical requests, ensuring they are routed for proper approval.
  • Generate and distribute regular project status reports, meeting minutes, and action item summaries to all relevant stakeholders.
  • Coordinate and schedule critical project meetings, design reviews, and team workshops, including preparing agendas and presentation materials.
  • Facilitate the procurement process for the engineering department by creating purchase requisitions, tracking orders for parts and materials, and liaising with vendors.
  • Maintain and organize the engineering department's digital and physical files, technical library, and project archives for easy retrieval.
  • Assist in the onboarding process for new engineering team members, including system access requests, software setup, and introductory materials.
  • Manage engineering software licenses, subscriptions, and renewals to ensure uninterrupted access for the team.
  • Support project managers by tracking project budgets, monitoring expenditures, and flagging potential overruns.
  • Compile and format complex technical data and documentation for internal and external submission, ensuring compliance with company and client standards.
  • Liaise between the engineering department and other business units such as manufacturing, quality assurance, and supply chain to facilitate clear communication and information flow.
  • Administer the department's chosen project management software (e.g., Jira, Asana), setting up new projects, managing user permissions, and ensuring data integrity.
  • Assist in the preparation of bid proposals and tender documents by gathering and organizing required technical information and supporting documentation.
  • Track and manage the inventory of engineering prototypes, test equipment, and lab supplies.
  • Provide comprehensive administrative support to senior engineering leadership, including calendar management and travel coordination.
  • Develop and implement improvements to administrative processes and workflows within the engineering department to increase efficiency.
  • Handle the submission of transmittals and submittals to clients and external partners, meticulously tracking receipt and response.
  • Support quality assurance and compliance activities by helping to prepare for audits and maintaining compliance-related documentation.
  • Enter and maintain critical project and product data within the company's Enterprise Resource Planning (ERP) or Product Lifecycle Management (PLM) system.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.
  • Assist in organizing team-building events and functions for the engineering department.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Project.
  • Experience with Enterprise Resource Planning (ERP) systems such as SAP, Oracle, or Microsoft Dynamics.
  • Hands-on experience with document management and control systems (e.g., Aconex, Procore, SharePoint, Autodesk Vault).
  • Familiarity with Product Lifecycle Management (PLM) software (e.g., Teamcenter, Windchill).
  • Ability to read and understand basic engineering drawings, schematics, and bills of materials (BOMs).
  • Strong data entry skills with a high degree of accuracy and attention to detail.
  • Experience in creating and tracking purchase orders and managing vendor communications.
  • Competence in using project management tools like Jira, Asana, Trello, or Smartsheet.
  • Basic report generation and data visualization skills.
  • General technical aptitude and the ability to quickly learn new software and systems.

Soft Skills

  • Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.
  • Meticulous attention to detail and a commitment to accuracy in all tasks.
  • Excellent written and verbal communication skills, with the ability to convey information clearly to both technical and non-technical audiences.
  • Proactive problem-solving abilities and a "can-do" attitude.
  • Strong interpersonal skills and the ability to work effectively as part of a collaborative team.
  • A high level of discretion and professionalism when handling confidential information.
  • Adaptability and flexibility to thrive in a dynamic, fast-paced environment.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED required. Associate's degree or technical certification is a strong plus.

Preferred Education:

  • Bachelor’s Degree in a relevant field.

Relevant Fields of Study:

  • Business Administration
  • Project Management
  • Engineering Technology or a related technical discipline

Experience Requirements

Typical Experience Range:

  • 2-5 years of administrative experience in an engineering, manufacturing, construction, or technology-focused environment.

Preferred:

  • Direct experience in a role with "Engineering Administrator," "Project Administrator," or "Document Controller" in the title. Proven experience supporting multiple projects and engineers concurrently is highly desirable.
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