Design and Engineering Administrative Coordinator

Job Description

Job Description

Design & Engineering Administrative Coordinator

Department: Design & Engineering

Position Summary

We are seeking an organized, detail-oriented, and motivated individual to provide administrative and technical support to our Design & Engineering Department.

This position will primarily focus on project documentation, product submittals, permit coordination, project tracking, and general administrative responsibilities, with opportunities to assist in basic AutoCAD drafting tasks.

The ideal candidate is comfortable working with computers, possesses strong organizational and communication skills, and is willing to learn new software, processes, and technical skills.

Previous AutoCAD experience is preferred but not required. Training will be provided for candidates who demonstrate an aptitude and willingness to learn.

Key ResponsibilitiesAdministrative & Engineering Support

• Prepare and assemble product submittal packages, including technical data sheets, specifications, and supporting documentation.
• Coordinate printing, plotting, and distribution of engineering drawings and construction documents.
• Download, organize, and maintain project documents received from builders, contractors, architects, and other project stakeholders.
• Maintain organized electronic project files, ensuring accurate document naming, filing, and version control.
• Assist with project correspondence, document requests, and general administrative support for the engineering department.

Plan Submittals & Permit Coordination

• Prepare and submit engineering plans and supporting documentation to Authorities Having Jurisdiction (AHJs).
• Navigate city and county websites and online permitting portals.
• Track plan review statuses, permit applications, corrections, approvals, and resubmittals.
• Maintain accurate records of submissions, outstanding items, and relevant deadlines.
• Communicate with city representatives, contractors, and project stakeholders through email and phone.
• Research permitting procedures, submittal requirements, and jurisdiction-specific information.

IBP (Incentive-Based Pay) Support

• Review construction documents and engineering plans to extract information required for IBP tracking.
• Enter and maintain project information in Excel spreadsheets.
• Verify information for accuracy and completeness.
• Maintain organized IBP records and assist with tracking and reporting.
• Coordinate with the engineering team to clarify drawing information or resolve discrepancies.

Basic AutoCAD & Drawing Support

• Assist with cleaning up architectural backgrounds and floor plans.
• Set up engineering drawing sheets, title blocks, and layouts using company templates.
• Assist with placement of low-voltage devices and symbols on floor plans.
• Perform basic drawing modifications, annotations, and revisions.
• Assist with drawing organization, formatting, and consistency.
• Perform preliminary quality control (QC) reviews for missing information, labeling errors, formatting inconsistencies, and general drawing completeness.
• Support additional drafting tasks as skills develop.

AutoCAD training will be provided as needed. Advanced drafting or engineering experience is not required.

Required Qualifications

• Working knowledge of Microsoft Office, particularly Excel, Word, and Outlook.
• Strong computer skills and ability to learn new software applications.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple assignments and prioritize tasks effectively.
• Comfortable researching information online and navigating websites.
• Willingness to learn AutoCAD and other engineering-related software.
• Ability to interpret instructions, follow established procedures, and maintain accurate records.
• Professional verbal and written communication skills.
• Comfortable communicating through email and phone.
• Self-motivated, dependable, and capable of working independently or as part of a team.

Preferred Qualifications

• Basic familiarity with AutoCAD or similar drafting software.
• Experience with Excel formulas, data entry, filtering, and spreadsheet organization.
• Familiarity with construction drawings, architectural floor plans, or engineering documents.
• Previous administrative experience in construction, architecture, engineering, or a related industry.
• Experience with product submittals, permit applications, or project tracking.
• Familiarity with document management and file-sharing platforms.
• Experience using AI tools, including ChatGPT, to assist with research, documentation, and productivity.

Ideal Candidate

We are looking for someone who takes initiative, is comfortable learning independently, and can adapt to new responsibilities.

The ideal candidate should be capable of researching information, solving basic problems, staying organized, and following through on assigned tasks with minimal supervision.

Previous experience within the engineering or construction industry is beneficial; however, a positive attitude, willingness to learn, strong computer skills, and attention to detail are equally important.

Growth Opportunities

This position offers the opportunity to gain experience with engineering documentation, construction drawings, permitting processes, and AutoCAD.

As the employee develops technical proficiency, additional drafting and engineering support responsibilities may be assigned.

The position will remain primarily administrative, with technical responsibilities expanding based on demonstrated ability and departmental needs.