Administrative & Technical Writing Coordinator

Job Description

We are seeking an Administrative & Technical Writing Coordinator to join Xentric Engineering’s new office in Canmore, Alberta. This full-time, permanent role combines day-to-day office administration, technical writing and document support, and procurement coordination to help our office and project teams run smoothly.

You will coordinate everyday office needs, assist with scheduling and correspondence, and maintain organized records. You will also develop reliable Word templates and edit engineer-prepared documents before issue, ensuring clear writing, correctly applied styles, and consistent formatting and presentation. You will support our Procurement Manager with coordination and follow-up. Advanced Microsoft Word skills, strong editing ability, and exceptional attention to detail are essential.

The Administrative & Technical Writing Coordinator will provide office administration and team support, help maintain consistent, professional documents, and assist with procurement coordination. Key responsibilities include:

• Welcome visitors, respond to general phone and email inquiries, and direct correspondence to the appropriate team members.
• Order and maintain office and kitchen supplies, handle incoming and outgoing mail and couriers, and coordinate routine office maintenance and service providers.
• Schedule meetings, manage room bookings, arrange refreshments, and assist with travel arrangements. Book and coordinate company social events, including summer BBQs and Christmas parties.
• Maintain electronic files, contact lists, and office records; assist with data entry, routine correspondence, and organizing receipts and invoices for processing.
• Provide administrative support to staff, help coordinate new employee office setup, and track follow-up items to keep everyday tasks moving.
• Develop, refine, and maintain robust Microsoft Word templates with well-defined paragraph and character styles, consistent layouts, and reliable numbering; maintain practical guidelines to support consistent use across the team.
• Apply and troubleshoot Word styles, multilevel heading numbering, section breaks, headers and footers, automatic tables of contents, captions, and cross-references; resolve underlying style and formatting issues.
• Edit and proofread engineer-prepared reports, memos, and proposals for grammar, spelling, punctuation, clarity, and consistency; check styles, spacing, page layout, revision details, tables, figures, and references before issue.
• Work with engineers to improve readability and resolve unclear wording while preserving technical meaning; technical review and approval remain with the responsible engineer.
• Maintain internal and client drawing and document numbering registers, assigning and tracking numbers in accordance with company and client requirements.
• Coordinate document turnaround, maintain consistent file names and versions, and prepare final Word and PDF packages for issue following approval.
• Support the Procurement Manager with supplier correspondence, quotation requests, and follow-up; maintain trackers for quotations, orders, delivery dates, and related records.