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The AIM GROUP: Engineering Administrative Assistant


This is a Full-time position in Ottawa, ON posted July 20, 2021.

Title: Engineering Administrative Assistant Client: HVAC SystemsLocation: OttawaWork Hours: Monday to Friday, full timeStart Date: asapEnd Date: 18 month contract (mat leave)Our client is a leader in mechanical HVAC systems with several products in their portfolio.

With over 100 third party sellers, our client’s market reach spans the globe.

They are seeking an Engineering Administrative Assistant to join their team for an 18 month contract role.

The Engineering Administrative Assistant will be responsible for project coordination, administrative support, and documentation control for the Engineering department.

Tasks and Responsibilities
·Manage the Engineering Change Notice (ECN) process in a timely manner and ensure all necessary parties are notified and ensure Engineering filing systems comply with the company ISO system.

·Mange web-based (SharePoint) ECN process and track notices to ensure that all parties are notified, and the notices are implemented in a timely manner
·Create and modify SAP records
·Maintain department electronic and hard copy filling systems; distribute engineering-controlled documents to intercompany departments as required
·Ensure departmental compliance of ECN process and procedures
·Maintain and assist in properly updating all departmental Internal Work instructions / Policies / Procedures / Templates within the database
·Preparation of departmental KPI’s; provide time-entry hours for month-end reporting, tracks attendance and ensures time-sheet entries are accurately entered in multiple time-sheet databases
·Prepare annual ECN statists report for QA department, other ad-hoc reporting as required.

·Ensure all engineering purchases are recorded through an EN purchase order and prepare monthly expense report for departmental credit card.

·Various administrative duties; assist department with travel arrangements and timesheets, maintain office supplies and maintain a library of product catalogues and documentation, and on occasion reception coverage.

·Adhere to the company’s Quality Assurance System
·Other duties as assigned by management Skills and Experience Requirements
·Minimum 2 years Office Administration and/or Project Management experience, diploma or degree in Business Administration or equivalent.

·Fluent in English (reading, writing, spoken), basic knowledge of French an asset.

·Ability to see and make decisions based on the big picture.

Ability to deal with problems involving multiple variables.

Ability to multi-task and prioritize tasks on daily bases.

·Proficient user of MS Word, Excel, MS Project, Power Point, Outlook and Access.

Experience using SAP, SharePoint, and Corel Draw is an asset.

·Understanding of documentation control principles, requirements, and practices as well as all aspects of project administration (time management, project planning, budgeting, reporting, coordinating, chairing meetings).