Engineering Administrative Coordinator (SAP)

HMTS Machine Works; Eastern Ontario; On-site; CAD 55,000 - 75,000; Full time

Job summary

Join a leading company as an Engineering Coordinator to support procurement and project management in an industrial setting. This role requires strong administrative skills and collaboration with engineering teams, offering a two-year contract upon passing a probationary period. If you're detail-oriented and eager to help coordinate impactful projects, we encourage you to apply.

Benefits

Competitive salary

Collaboration with engineering and maintenance professionals

Focus on innovation and operational excellence

Qualifications

• Relevant experience in administrative support in engineering or industrial settings.
• Familiarity with work order management and invoice processing.
• Experience dealing with suppliers in Eastern Ontario is an asset.

Responsibilities

• Support engineering department in procurement and project coordination.
• Track purchase requisitions and ensure timely documentation.
• Collaborate with maintenance and construction teams for project execution.

Skills

Organization

Attention to Detail

Communication

Collaboration

Proactivity

Education

Diploma in Business Administration, Procurement, Accounting

Tools

SAP

Microsoft Office Suite

Job description

This is not a technical role – Engineers and Technologists would be overqualified, but you will interact daily with engineers, trades, and vendors in an industrial environment. We are looking for a highly organized, detail-focused administrator to support procurement, invoice processing, work order tracking, and vendor coordination for engineering and maintenance projects at our client’s facility.

You will work with SAP, helping projects stay on track by managing documentation, purchase requisitions, purchase orders, vendor follow-ups, invoice approvals, payables, etc. If you have experience dealing with suppliers serving industrial clients in Eastern Ontario, we especially encourage you to apply.

Responsibilities

Engineering and Project Coordination

• Support the engineering department with administrative tasks related to procurement, planning, and execution of projects.
• Track and manage purchase requisitions, payments, POs, etc. ensuring proper documentation and timely execution.
• Assist in coordinating engineering activities with maintenance and construction teams to minimize downtime and ensure smooth project execution.
• Maintain and update procurement documentation.
• Help organize engineering meetings and follow up on action items and deliverables.
• Update and disseminate information to the various stakeholders through various forums, including but not limited to reports, dashboards, internal wiki posts, email groups, etc.

Work Order and Maintenance Support

• Collaborate with maintenance personnel to generate, track, and close work orders in the ERP/CMMS system.
• Ensure maintenance requests related to engineering modifications, upgrades, or repairs are properly documented and executed.
• Coordinate preventative maintenance schedules with engineering and maintenance teams.

Procurement and Inventory Support

• Process and track engineering and maintenance requisitions for materials, tools, and services.
• Work with vendors and suppliers to obtain quotes, ensure timely deliveries, and resolve discrepancies.
• Assist in capital project procurement by coordinating purchases and approvals with engineering and finance teams.

Invoice and Financial Administration

• Review and approve invoices related to engineering, maintenance, and construction work.
• Ensure accurate cost allocation for engineering projects and maintenance activities.
• Support the engineering team in budget tracking and cost analysis for ongoing projects.

Documentation and Compliance

• Support the technical staff in maintaining accurate records, including compliance documentation.
• Support the technical staff and management in ensuring engineering and maintenance activities adhere to safety, regulatory, and company standards.
• Support engineering teams with document control and version management for project plans and drawings.

Communication and Workflow Coordination

• Act as a key liaison between engineering, maintenance, management, and construction teams to ensure smooth coordination of activities.
• Facilitate workflow approvals within the ERP systemSAP
• Assist in contractor coordination for construction and maintenance projects, ensuring proper permits and safety compliance.
• Participate in cross-departmental meetings, providing administrative support and tracking follow-ups.

Qualifications

Education:

• Diploma in business administration, procurement, accounting or related field, or relevant experience.Relevant experience and proven performance will be weighed appropriately.

Experience:

• Experience in an engineering, trades, maintenance, or construction support role.
• Familiarity with work order management, requisitions, and invoice processing in an engineering or industrial setting.
• Experience using ERP systems SAPfor engineering and maintenance coordination.
• Experience dealing with vendors to industry in Eastern Ontario; in the Kinston, Cornwall, Ottawa triangle – is a strong asset.

Technical Acumen:

• Understanding of workflows, planning, and procurement processes.
• Understanding or willingness to learn how to navigate in an industrial environment.

Software Proficiency:

• Strong skills in Microsoft Office Suite (Excel, Word, Outlook).
• Experience with ERP systems
• Ability to generate reports and analyze data.

Key Competencies:

• Must be dynamic and proactive, actively identifying opportunities to support the team and anticipating their needs.
• Strong organizational skills.Must excel at prioritization and managing multiple competing demands efficiently.
• Attention to detail and accuracy in documentation and data management.
• Effective communication and collaboration with engineering, maintenance, and construction teams.
• Ability to work in a fast-paced, project-driven environment.

What we offer:

• Competitive salary.
• Two-year contract, provided you pass the three-month probationary period.
• Opportunity to work closely with engineering, maintenance, and construction professionals on impactful projects.
• A collaborative workplace with a strong focus on efficiency, innovation, and operational excellence.

If you are detail-oriented with a strong administrative and procurement background, we encourage you to apply for this position.

How to Apply:

Submit your resume and cover letter to [e-mail] and reference the job title: Engineering Coordinator.