Technical Services Assistant

The Technical Services Assistant provides administrative, document control, reporting, coordination and field-support services to the Technical Services Department.

The role supports Project Engineers, Construction Coordinators, Quality personnel and Technical Services leadership by maintaining project records, preparing work packages, supporting field readiness activities and ensuring project information remains accurate and accessible.

The position combines office-based information management with regular field exposure to support operational readiness and project execution.

The Technical Services Assistant has the authority to maintain project records, issue approved documents, coordinate information flow and track departmental actions.

The Technical Services Assistant is not authorized to approve engineering documents, release work for construction, perform survey control, provide engineering direction, or approve MOCs, FCIs, RFIs, NCRs, quality inspections or turnover packages

This position is intended to provide exposure to engineering, planning, quality, and field operations and may serve as a developmental pathway into future Technical Services positions.

• Project Documentation, Reporting & Information Management
• Maintain filing systems, document registers, databases and SharePoint libraries.
• Ensure drawings, procedures, work packages, reports and turnover records are current, accessible and properly controlled.
• Maintain engineering, quality, turnover, MOC, NCR, FCI and RFI records.
• Prepare and update project reports, dashboards, trackers and action logs.
• Support lessons learned, handover notes and knowledge-management systems.

• Coordinate document review, distribution and archiving activities.

• Meeting & Coordination Support
• Assist organizing Technical Services meetings, workshops, and planning sessions.
• Prepare agendas and distribute meeting materials.
• Record meeting minutes and maintain action-item registers.
• Monitor and follow up outstanding actions.
• Coordinate information flow between Operations, Planning, Engineering, Quality, Procurement, Safety, and Project Controls.
• Support onboarding activities for new Technical Services personnel.

• Field Support & Work Preparation
• Prepare digital and hard copy work packages, FIWPs, IFC drawing sets, quality forms and field documentation.
• Assist with kitting packages, material tracking and readiness reviews.
• Verify required drawings, procedures and supporting documentation are available for upcoming work.
• Conduct field walkdowns and collect photos, progress information and field observations.
• Support production tracking, turnover preparation and inspection readiness activities.
• Assist engineers, coordinators and QA personnel with information gathering and documentation requirements.

• Quality & Turnover Support
• Assist with compilation and organization of turnover packages and quality records.
• Track inspections, test results and verification documentation.
• Monitor turnover status and identify missing documentation.

• Support quality personnel with record management and client submittals.

• Department Administration
• Coordinate training records, support site access requests, and onboarding requirements.
• Assist with purchase requisitions, material requests, and consumable tracking.
• Maintain templates, forms, procedures, and departmental standards.
• Support administration of department equipment inventory and records.

• Coordinate issuance and control of departmental documentation.

• Continuous Improvement
• Identify opportunities to improve departmental efficiency and document management processes.
• Support implementation of new systems, reporting tools, and workflows.
• Promote consistency and standardization across department documentation and records.
• Assist with development and maintenance of knowledge-management systems and lessons-learned programs.

Required Skills and Qualifications:

• High School Diploma or equivalent.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite.
• Strong attention to detail.
• Ability to prioritize and manage multiple assignments.
• Ability to work independently and as part of a multidisciplinary team.

Preferred Skills:

• Diploma or certificate in Business Administration, Construction Management, Engineering Technology, or a related field.
• Experience in construction, mining, engineering, industrial, or heavy civil projects.
• Experience with SharePoint, Teams, OneNote, and document-management systems.
• Experience maintaining project registers and technical records.
• Familiarity with quality, engineering, turnover, or project-controls processes.
• Experience with Excel databases, Power BI, or reporting systems.