Equinox Engineering jobs

Description

Key Responsibilities

• Provide day to day support to Project Managers and Project Engineers, including word processing, formatting, updating spreadsheets, and preparing project documentation.
• Maintain and update internal project filing systems and ensure accurate tracking and version control of all documentation.
• Take meeting minutes for internal and external meetings, capturing action items, decisions, deadlines, and follow ups.
• Update Project Manager and Account Manager tracking sheets, ensuring accurate and timely information flow.
• Maintain and update project status reports, including monitoring outstanding documents, deliverables, and required actions.
• Document and communicate project actions, irregularities, and ongoing needs to ensure team continuity.
• Assist in preparing letters, presentations, and reports as required.

• Support the preparation and assembly of proposals, including formatting, data collection, updating proposal templates, and preparing supporting materials.
• Track proposal inputs and deadlines; coordinate with internal teams to collect required contributions.
• Assist in maintaining organized proposal files and ensuring submission packages meet client requirements.

• Prepare and update spreadsheets, trackers, and reports used for project planning and progress monitoring.
• Follow up with internal and external teams to obtain required documentation or resolve outstanding questions.
• Support document reproduction, distribution, and organization of project materials.

• Coordinate internal meetings, including booking rooms, sending calendar invitations, and ensuring materials are prepared.
• Act as a liaison between internal stakeholders and external partners to support smooth workflow.

• Minimum 2 years of experience in proposal coordination within an EPCM, engineering, or construction environment.
• Strong MS Excel skills, including formulas, formatting, tracking sheets, and data organization.
• Experience supporting multiple levels of staff in a fast paced environment.
• Excellent oral and written communication skills; strong interpersonal abilities and a professional, collaborative demeanor.
• Strong organizational skills with the ability to prioritize workload and manage competing deadlines.
• High attention to detail, accuracy, and quality in documentation.
• Quick learner with the ability to adapt to changing priorities and handle multiple demands.

• Post secondary education in Business Administration, Project Management, Office Administration, or a related field.
• Proficiency in Microsoft Office Suite, with advanced capability in Word, Excel, and Outlook.

About Equinox Engineering Ltd.