Project Administrator/field Service Coordinator

2 weeks ago


Toronto, Canada Hepburn Engineering Inc. Full time

Be part of a winning team If you want to be part of a successful, growing company in an interesting industry with interesting work, this is for you.

The Project Administrator/Field Service Coordinator (FSC) supports the Engineering / Field Service team(s) by performing a variety of critical administrative tasks and coordination activities related to field service proposals, contracts, and project execution.
- **What you will do**:_

You will interact and communicate regularly with internal teams and external customers (e.g. clients, subcontractors, vendors) to perform and support the following responsibilities:

- Receive and log all incoming field service requests, using available databases/tools, sent by external customers or indirectly from internal engineering and/or contract administration teams.
- Lead and/or assist in preparing and finalizing field service quotes, proposals and contracts.
- Collaborate with internal teams to develop work scopes and quotes, and compile proposal documentation.
- Draft estimates and quote letters for review and submission.
- Create and track purchase orders as required for subcontracted field service support.
- Receive and acknowledge customer communications, inquiries and issues; redirect issues to appropriate staff for action.
- Support field service scheduling, progress tracking and monitoring.
- Ensure all related project documentation is collected and in order so that all subsequent invoicing related activities can be completed, as required.
- Manage and update all related tools, databases and documentation related to the field service project lifecycle.
- Travel, occasionally, to supplier and customer locations.
- Other administrative duties as assigned.
- **What you will need**:_
- Undergraduate degree or advanced level College diploma in engineering, business administration, or project management.
- Proven experience in coordination, administration, or support roles, preferably within an engineering, or technical environment.
- Familiarity reviewing commercial / technical terms and conditions is preferred.
- Strong written and verbal communication skills, with proven ability to create, edit and format professional level correspondence and presentations.
- Experience using business systems (e.g. ERP) and productivity tools (e.g. SmartSheet) is a plus.
- Attention to detail and ability to prioritize and manage time on multiple simultaneous projects and deliverables.
- **About us**:_

Hepburn Engineering is a successful medium-sized Toronto based company that designs, builds and commissions heavy lifting equipment including mine hoists and replenishment-at-sea transfer systems for customers around the world. Hepburn Engineering integrates innovative custom-designed mechanical equipment with sophisticated electrical controls, hydraulics and electrical drives up to 7,500kW.
- **Why join us?**_

At Hepburn Engineering we value our employees and offer a supportive, innovative environment which includes:

- Competitive salary and an annual bonus program.
- Comprehensive benefits, including medical, dental and vision care.
- Opportunities for professional growth and development.
- Company BBQs and social events.
- **How to apply**:_
- We thank all applicants for their interest, however, only those selected to participate in the interview process will be contacted._

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Vision care

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Application question(s):

- Are you legally eligible to work in Canada?
- Do you have experience in coordination, administration or in a support role in an engineering or technical environment?

Work Location: In person



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