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Engineering Department Administrator

Mircom Technologies -
Toronto, ON

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Job details

Qualifications

Microsoft Excel
Schematics
Engineering
ERP systems
Mechanical Engineering
Analysis skills
Data management
SharePoint
Document management
Communication skills

Full job description

Location: On-Site five days per week at 25 Interchange Way, Vaughan, ON, L4K5W3
Reports to: CTO / Engineering Leadership

Role Summary:

The Engineering Department Administrator is a progressive role that centralizes operational and coordination activities supporting engineering leadership across hiring, project coordination, documentation control, and execution. This position consolidates responsibilities previously distributed across multiple coordinators to improve efficiency and accountability.

Core Responsibilities:

1. Engineering Hiring & Talent Coordination

Coordinate candidate pipeline management, interview scheduling, and tracking
Maintain structured evaluation tables and feedback collection
Support job postings, HR coordination, and onboarding

2. Intern & Resource Planning Coordination

Track intern onboarding, assignments, and project allocation
Maintain visibility into resources, supervisors, and timelines
Follow up with engineering managers for alignment

3. Engineering Documentation & Data Management

Maintain SharePoint document repositories
Ensure proper storage of engineering documents (schematics, BOMs, PDFs) in ERP environment
Enforce document control standards

4. Project & Operational Coordination

Track tasks, action items, and project timelines
Support status reporting and stakeholder updates
Coordinate across engineering and product teams

5. Administrative Support to Engineering Leadership

Prepare reports, summaries, and coordination materials
Manage approvals and HR-related documentation
Act as liaison between Engineering, HR, Product, and Operations

6. Procurement & Transactional Support

Support invoice preparation and submission
Assist with project documentation and procurement workflow

7. Engineering Process Support

Standardize workflows across hiring, documentation, and projects
Identify inefficiencies and propose improvements

Key Competencies:

Strong Excel and data management skills
Experience with SharePoint and document control
Strong organizational and follow-up discipline
Clear communication skills across teams

Requirements and Skills:

Diploma or degree in Engineering, preferably Electrical or Mechanical Engineering
Strong potential and interest in developing into Project Coordination, Project Management, Product Analyst, or Product Management roles over time
Strong organizational, follow-up, and multi-tasking skills with the ability to manage priorities and timelines
Clear written and verbal communication skills across cross-functional teams
Strong analytical and problem-solving abilities
Proficiency in Excel, reporting tools, and structured data tracking
Experience with SharePoint, document control, ERP systems, or engineering documentation processes is an asset
Comfortable working in a fast-paced, process-driven, and highly collaborative environment
High attention to detail, accountability, and willingness to take initiative

Key Metrics for Success:

KPI tracking (hiring cycle, turnaround times)
Document, Plan, Track and Execute all administrative intake
Execute lightweight PMO discipline including process tracking and documentation
100% Utilization of digital tools and software in a paper-free environment

What Mircom Offers:

A great working environment with opportunities for career advancement
Competitive salary
Group Insurance benefits
Company RRSP program

We would like to thank all applicants for their interest in this position however only candidates being considered for interviews will be contacted.

Mircom Group of Companies is an equal opportunity employer that considers all applicants regardless of cultural background, religion, marital status, sexual orientation, family status, disability or any other grounds as outlined in the Human Rights Act. Mircom is committed to providing a welcoming and inclusive work environment for all individuals with disabilities in a respectful and dignified manner. Accommodations will be made available, upon request, to applicants who have specialized needs throughout the recruitment process.

At Mircom Group of Companies, we take a thoughtful and balanced approach to compensation. Salary ranges reflect the starting point for each role, while final offers are determined through a holistic assessment of the candidate’s skills, experience, qualifications, potential contributions, internal equity, and prevailing market conditions following the selection process. In addition to competitive pay, Mircom offers a comprehensive total rewards package that includes robust benefits coverage and RRSP.

Disclaimer: Mircom does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us. Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other job postings. Any resume or other information received from a supplier not approved in advance by Mircom to provide resumes to this posting or web-site will be considered unsolicited and will not be considered. We will not pay any referral, placement or other fee for the supply of such unsolicited resumes or information.

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