Administrative Assistant / Engineering Coordinator

Who Are We:

Rotaflow designs, builds, retrofits, and maintains Industrial fire Protection systems & utilities across Western Canada. We are committed to achieving our audacious but rewarding mission of protecting the lives and assets of our clients and our own. Rotaflow prides itself in having a safe, innovative, cooperative, & dynamic work culture where teammates from diverse professional and cultural backgrounds come together to create a unique organization. For over 31 years, we have worked with some of the world’s leading energy companies, providing our expertise in fire protection

We are seeking a detail-oriented Administrative Assistant / Engineering Coordinator to support the Technical Sales and Engineering Manager with client follow-ups, proposal coordination, and technical document control. This role is ideal for someone who enjoys working in a structured environment supporting engineering and project activities.

Key Responsibilities

·         Coordinate and follow up on project activities to ensure tasks are completed on time

·         Follow up with clients regarding proposals, RFQs, submissions, and documentation

·         Assist with preparation and coordination of technical proposals and bid packages

·         Support tracking of RFQs, quotations, and submission deadlines

·         Support tracking and monitoring project progress, including schedule, costs, and deliverables

·         Maintain document control for drawings, specifications, transmittals, and project files

·         Track proposal status and maintain submission logs

·         Assist with formatting technical reports, schedules, and spreadsheets

·         Coordinate meetings, calendars, and communication for the Engineering/project Manager

·         Support day-to-day coordination between engineering, operations, and clients 

Qualifications

·         Diploma or certificate in Business Administration, Office Administration, Engineering Technology, or related field

·         Strong communication skills (verbal and written)

·         1–3 years of administrative or coordination experience (engineering or construction environment preferred)

·         Experience supporting RFQs, bid submissions, drawings, or technical documentation is an asset

·         Strong organizational and multitasking skills

·         Proficiency in Microsoft Excel, Word, and Outlook

·         Ability to manage multiple deadlines in a fast-paced environment

·         Experience with document control systems or project platforms is considered an asset

What We Offer

·         Competitive compensation

·         Benefits package and paid time off

·         Collaborative technical team environment

·         Stable, long-term employment with a growing company

·         Exposure to engineering proposal and project workflows

·         Opportunity for professional growth within the organization

Here’s what you can expect:

·         A strong culture of continuous learning and development

·         A positive and supportive work environment where safety and teamwork come first

·         A diverse and inclusive workplace that values different perspectives and experiences

·         Leadership that supports your success and encourages professional growth

We are committed to building a workforce that reflects the diversity of the communities we serve. If you are looking for a company that values your expertise and supports your career journey, we would welcome the opportunity to connect with you. Please visit our website to learn more about our organization at www.rotaflow.ca

We thank all applicants for their interest. All applications will be reviewed by the hiring manager to find the best candidate that meets the needs of this position. Only individuals selected for the interview will be contacted.