Department Coordinator

2 weeks ago

Toronto, Canada Engineering Link Full time

**Department Coordinator**

Engineering Link

Toronto, ON

**Engineering Link** is growing its team.

We are looking for a **Department Coordinator** to join our team. This role is exciting, diverse, and rewarding. The Department Coordinator has responsibility for the maintenance of project work in the Structural engineering department. This role is cornerstone to managing day-to-day project activities and meeting project deliverables.

This is a perfect opportunity for an individual looking to build their career with a growing Building Envelope and Structural Engineering firm in downtown Toronto.

Engineering Link offers an open, collaborative work environment and is involved in a variety of commercial, institutional, recreational, and residential projects across Canada. Engineering Link is focused on offering Building Envelope and Structural Engineering services as they relate to the science of the built environment.

**Skills**
- Adaptable: can pivot to meet project and client needs and is able to focus on multiple projects at one time.
- Entrepreneurial: ambitious, client-focused, and delivers quality work.
- Proactive: takes initiative, analytical, innovative, and is a natural problem solver.
- Team player: builds positive relationships with colleagues, clients, and acts as an ambassador for Engineering Link.
- Proposals: experience with bid sites such as Bids and Tenders, Merx, Biddingo, Jaeggar, and others.
- Advanced skills with Microsoft Word, Excel, PowerPoint, Adobe.
- Excellent communication skills both verbal and written; including technical writing.
- Highly organized with strong project management skills.
- A motivated self-starter with a demonstrated ability to work independently, as well as, within a team environment.

**Responsibilities**
- Works closely with the Marketing & Department Coordinator and the Structural engineering team.
- Maintain the project list (which includes staff hours, staff vacations, staff training) and attend weekly meetings with management to create meeting minutes related to the above items.
- Coordinate project start-up (assigning project numbers, client contact information, fee letters, proof reading engineering documents).
- Review RFP (Request for Proposal) documents to determine scope, requirements for insurance, create RFP summary, due dates, budget, etc.
- Bid submissions: assemble and finalize documents and upload them to tenders portals.
- Organize department meetings, including team meetings and external vendor seminars.
- Maintain Outlook contacts/calendars as required.
- Organize and maintain network directory folders.
- Update templates used by department engineering staff.
- Formatting specifications, reports, and other documents. A specific task will be converting project write-ups from an older Word template to a new Word template.
- Assist engineers with various administrative requests.
- Social media: prepare LinkedIN posts, project related posts, website content.
- Back-up resource for preparation of fee letters.

**Qualifications**
- 2 years’ experience in an administration/marketing role with an engineering consulting, architecture, construction, or relevant industry is desired.
- Previous experience assisting a Marketing & Department Coordinator, engineers, and a leadership/executive team.

**A resume is required when applying.**

Engineering Link is committed to promoting diversity and employment equity.

Applicants requiring accommodation at any stage in the recruitment process can contact Human Resources.

Work Location: In person

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