Engineering Administrative Assistant, Kleinburg

About the Company

Founded in 1991, the Mircom Group of Companies is North America's largest independent designer, manufacturer and distributor of intelligent building and life safety solutions. Reaching customers in over 100 countries worldwide, our portfolio includes: fire detection & alarm, communications & security, mass notification, nurse call, and building automation & smart technologies.

Mircom's mission is to save lives and protect property by providing a line-up of innovative and advanced solutions which are scalable to satisfy diverse user demands, from small buildings to the largest complexes. Our unwavering commitment to North American manufacturing enables us to offer the highest quality and best competitive value across our vast range of products and solutions.

About the Role

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. This role reports to the CTO and provides ample opportunity for advancement within or outside the department.

Responsibilities

• 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

• 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

• Engineering Documentation & Data Management
• Maintain SharePoint document repositories
• Ensure proper storage of engineering documents (schematics, BOMs, PDFs) in ERP environment
• Enforce document control standards

• Project & Operational Coordination
• Track tasks, action items, and project timelines
• Support status reporting and stakeholder updates
• Coordinate across engineering and product teams

• 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

• Procurement & Transactional Support
• Support invoice preparation and submission
• Assist with project documentation and procurement workflows

• Engineering Process Support
• Standardize workflows across hiring, documentation, and projects
• Identify inefficiencies and propose improvements

Qualifications

• Diploma or degree in Engineering is preferred, preferably Electrical or Mechanical Engineering
• Diploma or degree in Business or Science will be considered

Required Skills

• 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

Preferred Skills

• 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

Pay range and compensation package

A great working environment with opportunities for career advancement, competitive salary, group insurance benefits, and company RRSP program.

Equal Opportunity Statement

Mircom is committed to diversity, equity and inclusivity in the workplace.