Design and Engineering Administrative Coordinator

AMPAM Parks Mechanical•Poway, CA

1d•$25 - $30

About The Position

The Design and Engineering Administrative Coordinator provides administrative and technical support to the Design & Engineering Department. The role primarily focuses on project documentation, product submittals, permit coordination, project tracking, and general administrative responsibilities, with opportunities to assist with basic AutoCAD drafting. Training in AutoCAD will be provided as needed; advanced drafting or engineering experience is not required. The position remains primarily administrative, with technical responsibilities expanding based on demonstrated ability and departmental needs. The coordinator prepares and maintains engineering documents and project records, coordinates plan submittals and permit activity, supports incentive-based pay (IBP) tracking, and assists with drawing setup, revisions, and preliminary quality control. The role involves working with project stakeholders and public permitting resources by email, phone, and online portals. The ideal candidate is organized, detail-oriented, dependable, self-motivated, comfortable with computers, and willing to learn software, processes, and technical skills. The position offers opportunities to gain experience with engineering documentation, construction drawings, permitting processes, and AutoCAD.

Requirements

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.
Comfort 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.
Comfort communicating through email and phone.
Self-motivated and dependable, with the ability to work independently or as part of a team.

Nice To Haves

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, for research, documentation, and productivity.
Previous experience within the engineering or construction industry.

Responsibilities

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 electronic project files with accurate document naming, filing, and version control.
Assist with project correspondence, document requests, and general engineering department administration.
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 records of submissions, outstanding items, and relevant deadlines.
Communicate with city representatives, contractors, and project stakeholders by email and phone.
Research permitting procedures, submittal requirements, and jurisdiction-specific information.
Review construction documents and engineering plans to extract information required for IBP tracking.
Enter, verify, and maintain project information and records in Excel spreadsheets; assist with IBP tracking and reporting.
Coordinate with the engineering team to clarify drawing information or resolve discrepancies.
Assist with cleaning up architectural backgrounds and floor plans.
Set up engineering drawing sheets, title blocks, and layouts using company templates.
Assist with placing low-voltage devices and symbols on floor plans.
Perform basic drawing modifications, annotations, and revisions, and assist with drawing organization, formatting, and consistency.
Perform preliminary quality control reviews for missing information, labeling errors, formatting inconsistencies, and drawing completeness.
Support additional drafting tasks as skills develop.