Administrative Assistant, Engineering

Overview: The Engineering Administrative Assistant provides clerical and administrative support to the Engineering Department to help ensure efficient department operations, accurate documentation, timely purchasing support, and effective coordination of project and contractor-related activities. Provide general office support, including scheduling meetings and conference calls, publishing meeting minutes, preparing business letters, processing shipping orders, and issuing check requisitions.

Overview:

The Engineering Administrative Assistant provides clerical and administrative support to the Engineering Department to help ensure efficient department operations, accurate documentation, timely purchasing support, and effective coordination of project and contractor-related activities. This role supports engineering, maintenance, and capital project needs while maintaining strong organization, communication, and attention to detail in a regulated manufacturing environment. 

Responsibilities:

• Perform general administrative duties to support Engineering Department needs. 

• Process purchase requisitions and order items as needed for capital projects, maintenance operations, and department needs. 

• Contact suppliers and vendors to obtain equipment quotations, lead times, shipment dates, and related purchasing information. 

• Receive materials in SAP and coordinate invoice payments with Accounts payable. 

• Work closely with Accounting to enter Capital Appropriation Requests (CARs) into the system and track them through the approval and completion process. 

• Assist project engineers with cost tracking, equipment tracking, and administrative support for capital projects. 

• Enter equipment details and spare parts into SAP for capital projects. 

• Coordinate contractor safety training and manage contractor security access. 

• Support, maintain, edit, and update department files, records, and reports as needed. 

• Compile and track change management documentation. 

• Assist with revising, issuing, and maintaining documents such as Standard Operating Procedures, department spreadsheets, shipping documents, and related records. 

• Provide general office support, including scheduling meetings and conference calls, publishing meeting minutes, preparing business letters, processing shipping orders, and issuing check requisitions. 

• Process and maintain monthly, quarterly, and annual department reports. 

• Perform other administrative duties as assigned to support departmental objectives and business needs. 

Qualifications / Skills::

• Strong oral and written communication skills. 

• Strong organizational skills with the ability to manage multiple priorities and deadlines. 

• Proficiency in a Windows-based computer environment, including word processing, spreadsheet, database, and email/calendar applications. 

• Microsoft Office experience required; SAP experience highly preferred. 

• Ability to work collaboratively with Engineering, Maintenance, Project Engineering, Procurement, Accounting, Accounts Payable, suppliers, vendors, and contractors. 

 

Qualifications:

• High school diploma or equivalent required; formal administrative or clerical training is beneficial. 

• Three or more years of administrative assistant, office coordinator, or office manager experience preferred. 

• Experience in a manufacturing, engineering, construction, maintenance, or regulated office environment is beneficial.