Engineering Department Administrator

Engineering Department Administrator

Vaughan, ON

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.

Summary:

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.