Administrative & Technical Writing Coordinator

The Job Resource Centre; Canmore; On-site; CAD 45,000 - 65,000; Full time

Job summary

Xentric Engineering in Canmore is seeking an Administrative & Technical Writing Coordinator to manage day-to-day office operations, support technical writing, and coordinate procurement for projects. You will develop templates, edit engineer documents, and help ensure consistent formatting and professional presentation across the team.

The role emphasizes accurate document control, strong Word skills, and collaboration with engineers to improve readability while preserving technical meaning.

Qualifications

• Advanced Microsoft Word skills are essential.
• Strong editing ability is required to ensure clear writing and consistent formatting.
• Exceptional attention to detail is needed for error-free documents and presentations.

Responsibilities

• Welcome visitors and handle incoming inquiries, directing them to the appropriate team.
• Coordinate office supplies, mail, couriers, and routine maintenance with vendors.
• Schedule meetings, manage room bookings, arrange refreshments, and assist travel arrangements.
• Develop and maintain Word templates with defined styles and numbering for consistent use.
• Edit and proofread engineer-prepared reports, memos, and proposals for grammar, clarity, and formatting.
• Maintain document numbering registers and ensure proper version control for final packages.

Skills

Advanced Word skills

Editing ability

Attention to detail

Tools

Microsoft Word

Job description

We are seeking an Administrative & Technical Writing Coordinator to join Xentric Engineering’s new office in Canmore, Alberta. This full-time, permanent role combines day-to-day office administration, technical writing and document support, and procurement coordination to help our office and project teams run smoothly.

You will coordinate everyday office needs, assist with scheduling and correspondence, and maintain organized records. You will also develop reliable Word templates and edit engineer-prepared documents before issue, ensuring clear writing, correctly applied styles, and consistent formatting and presentation. You will support our Procurement Manager with coordination and follow-up. Advanced Microsoft Word skills, strong editing ability, and exceptional attention to detail are essential.

The Administrative & Technical Writing Coordinator will provide office administration and team support, help maintain consistent, professional documents, and assist with procurement coordination.

Key responsibilities include:

• Welcome visitors, respond to general phone and email inquiries, and direct correspondence to the appropriate team members.
• Order and maintain office and kitchen supplies, handle incoming and outgoing mail and couriers, and coordinate routine office maintenance and service providers.
• Schedule meetings, manage room bookings, arrange refreshments, and assist with travel arrangements. Book and coordinate company social events, including summer BBQs and Christmas parties.
• Maintain electronic files, contact lists, and office records; assist with data entry, routine correspondence, and organizing receipts and invoices for processing.
• Provide administrative support to staff, help coordinate new employee office setup, and track follow-up items to keep everyday tasks moving.
• Develop, refine, and maintain robust Microsoft Word templates with well-defined paragraph and character styles, consistent layouts, and reliable numbering; maintain practical guidelines to support consistent use across the team.
• Apply and troubleshoot Word styles, multilevel heading numbering, section breaks, headers and footers, automatic tables of contents, captions, and cross-references; resolve underlying style and formatting issues.
• Edit and proofread engineer-prepared reports, memos, and proposals for grammar, spelling, punctuation, clarity, and consistency; check styles, spacing, page layout, revision details, tables, figures, and references before issue.
• Work with engineers to improve readability and resolve unclear wording while preserving technical meaning; technical review and approval remain with the responsible engineer.
• Maintain internal and client drawing and document numbering registers, assigning and tracking numbers in accordance with company and client requirements.
• Coordinate document turnaround, maintain consistent file names and versions, and prepare final Word and PDF packages for issue following approval.
• Support the Procurement Manager with supplier correspondence, quotation requests, and follow-up; maintain trackers for quotations, orders, delivery dates, and related records.