Engineering Project Administrator

Divcon Controls; Irving (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Divcon Controls, headquartered in Dallas, TX, seeks an Engineering Project Administrator to support the Design Engineering team across BAS projects. The role keeps documentation, reporting, and processes organized, while coordinating onboarding and training for engineers and staff.

The ideal candidate is highly organized, proactive, and capable of handling multiple priorities in a fast-paced technical environment, with a background in engineering or related fields.

Qualifications

• Associate degree or equivalent work experience.
• 2+ years of administrative, project coordination, or department support experience within an engineering, construction, manufacturing, or technical organization.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office (Excel, Word, Outlook, Teams, SharePoint).
• Experience with project management or task management software (Monday.com, Smartsheet, Microsoft Project, or similar).
• Experience with document management systems.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Demonstrated ability to work independently while supporting multiple engineers and projects.
• Strong problem-solving and follow-through skills.

Responsibilities

• Provide day-to-day administrative support to Design Engineering leadership and the engineering team.
• Coordinate meetings, calendars, agendas, materials, meeting minutes, action items, and departmental communications.
• Prepare presentations, reports, spreadsheets, and other departmental materials and support special projects as assigned.
• Support project initiation by organizing required project inputs, folders, checklists, scope information, and customer requirements.
• Organize, track, retrieve, and distribute project documentation, including RFIs and submittals.
• Maintain consistent project folder structures, file naming, templates, records, and document-control standards throughout the project lifecycle.
• Collect and maintain department KPIs, metrics, dashboards, and recurring reports.
• Maintain Monday.com project boards, task information, assignments, deadlines, statuses, and action items
• Support continuous improvement of departmental workflows, reporting tools, templates, and administrative systems.
• Coordinate engineering employee onboarding, including schedules, checklists, introductions, training sessions, and access to required resources.
• Create and maintain training materials, guides, presentations, checklists, and reference resources.
• Document and maintain departmental SOPs, work instructions, checklists, templates, standards, and other process documentation.
• Coordinate periodic reviews, updates, approvals, and distribution of controlled documents and maintain current versions in designated repositories.
• Partner with engineering leadership and subject matter experts to document processes, support consistent practices, and identify opportunities to improve workflow efficiency and document control.

Skills

Organizational skills

Verbal communication

Written communication

Attention to detail

Independent work

Prioritization

Problem solving

Education

Associate degree or equivalent

Tools

Microsoft Office

Monday.com

Smartsheet

Microsoft Project

SharePoint

Job description

About Us:

Headquartered in Dallas, Texas, Divcon delivers fully integrated automation solutions nationwide that optimize performance, energy efficiency, and reliability across HVAC, lighting, power monitoring, and mission-critical systems. Leveraging advanced technologies - including Allen-Bradley PLCs, Ignition SCADA, and Delta DDC systems - we combine deep technical expertise with field-tested execution to deliver precise, scalable, and high-performance solutions.

About the role:

The Engineering Project Administrator provides administrative, organizational, operational, and project support to the Design Engineering team responsible for Building Automation System (BAS) projects. This role helps keep department activities, project documentation, reporting, training, and processes organized and moving efficiently.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable supporting multiple priorities in a fast-paced technical environment.

Key Responsibilities:

Department & Administrative Support

• Provide day-to-day administrative support to Design Engineering leadership and the engineering team.
• Coordinate meetings, calendars, agendas, materials, meeting minutes, action items, and departmental communications.
• Prepare presentations, reports, spreadsheets, and other departmental materials and support special projects as assigned.

Project & Documentation Support

• Support project initiation by organizing required project inputs, folders, checklists, scope information, and customer requirements.
• Organize, track, retrieve, and distribute project documentation, including RFIs and submittals.
• Maintain consistent project folder structures, file naming, templates, records, and document-control standards throughout the project lifecycle.

KPI & Workflow Management

• Collect and maintain department KPIs, metrics, dashboards, and recurring reports.
• Maintain Monday.com project boards, task information, assignments, deadlines, statuses, and action items
• Support continuous improvement of departmental workflows, reporting tools, templates, and administrative systems.

Onboarding & Training

• Coordinate engineering employee onboarding, including schedules, checklists, introductions, training sessions, and access to required resources.
• Create and maintain training materials, guides, presentations, checklists, and reference resources.

SOPs & Process Improvement

• Document and maintain departmental SOPs, work instructions, checklists, templates, standards, and other process documentation.
• Coordinate periodic reviews, updates, approvals, and distribution of controlled documents and maintain current versions in designated repositories.
• Partner with engineering leadership and subject matter experts to document processes, support consistent practices, and identify opportunities to improve workflow efficiency and document control.

Qualifications:

Required

• Associate degree or equivalent work experience.
• 2+ years of administrative, project coordination, or department support experience within an engineering, construction, manufacturing, or technical organization.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office (Excel, Word, Outlook, Teams, SharePoint).
• Experience working with project management or task management software (Monday.com, Smartsheet, Microsoft Project, or similar).
• Experience working with document management systems.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Demonstrated ability to work independently while supporting multiple engineers and projects.
• Strong problem-solving and follow-through skills.

Preferred

• Experience supporting engineering, construction, or industrial projects.
• Familiarity with Building Automation Systems (BAS/BMS), electrical controls, HVAC controls, or mechanical/electrical engineering.
• Experience with Autodesk Construction Cloud (ACC), Procore, Bluebeam, Autodesk Vault, or similar document management platforms.
• Experience with ERP systems and Bills of Material.
• Experience supporting projects in mission critical, healthcare, industrial, pharmaceutical, or data center markets.

Physical Requirements:

• Sit and/or stand for extended periods (typically 6-8 hours per day) while performing computer-based tasks and facility support tasks.
• Use hands and fingers to operate standard office equipment, including computers, keyboards, mice, telephones, scanners and printers.
• Occasionally stand, walk, bend, stoop, or reach to access filing cabinets, retrieve documents, or attend meetings.
• Lift, carry, push, or pull light objects and materials weighing up to 20-25 pounds (e.g., boxes of files or office supplies).
• Have sufficient vision (with or without correction) to read computer screens, printed documents, and small print; and sufficient hearing to communicate effectively by phone and in person.
• Work in a typical indoor office environment with moderate noise levels from office equipment, conversations, and occasional interruptions.

Benefits & Total Rewards:

• Opportunities for Growth
  Hands-on trainingandcareeradvancementin an explodingdata-centerindustry.
• Medical, Dental, and Vision Insurance
  Wecover100% ofindividualmedicalpremiumsandhelp offset the cost of family coverage.
• 401Kwith Employer Match
  Eligible after 90 days, with company matching to help youinvest in your future.
• Disability Coverage
  Bothshort- and long-term disability insuranceprovidedatnocostto our employees.
• FlexiblePTO
  Taketime off when you need it, noaccruing time necessary.
• Field-Based Employee Benefits
  For eligible field-based roles that require travel, Divcon covers all business travel expenses and provides a per diem, phone allowance, tools, and PPE at no cost. Eligible employees also receive paid training and additional reimbursable business expenses.