Instrumentation Administrator

Duties and Responsibilities

• Review and interpret Piping and Instrumentation Diagrams (P&IDs), Line Lists, equipment lists, and other project documentation to assist with the development and maintenance of instrument lists and datasheets.
• Assist with the preparation, formatting, and completion of instrumentation datasheets using information provided by Engineers and Instrumentation personnel.
• Maintain and update instrument registers, equipment lists, and other project-related documentation as required.
• Retrieve, organize, and distribute relevant drawings, specifications, datasheets, and supporting documentation to Instrumentation personnel, Engineers, Designers, and Drafters.
• Assist with tracking document revisions and ensuring the most current project information is available to the appropriate personnel.
• Identify missing or incomplete information within documentation and coordinate with the appropriate team members to obtain clarification or updates.
• Assist with obtaining quotations, preparing purchasing packages and coordinating procurement documentation.
• Ensure instrumentation documentation is properly organized, accurately completed, and maintained in accordance with project requirements.

Prerequisites

• High School Diploma or equivalent.
• Post Secondary education in Office Administration, Business Administration, Engineering Technology, Document Control or related field will be considered an asset.
• Microsoft Excel training or demonstrated working knowledge of spreadsheets is required.
• Previous experience working within the oil and gas, engineering, construction, or fabrication industry is considered an asset.
• Previous administrative, project coordination, document control, or procurement support experience is beneficial.
• Familiarity with technical drawings, P&IDs, Line Lists, and engineering documentation is considered an asset.
• Experience with Enterprise Resource Planning (ERP) systems is beneficial.

• Working knowledge of Microsoft Office applications, particularly Microsoft Excel, Word, and Outlook.
• Familiarity with AutoCAD Drawing Viewer or similar drawing-viewing software is beneficial.
• Experience with Bluebeam for reviewing, navigating, and managing PDF drawings and documentation is beneficial.
• Basic proficiency with unit conversion tools and the ability to work with various engineering measurement units.
• Ability to navigate electronic document management systems and maintain organized project files.
• Strong data entry skills with an emphasis on accuracy and attention to detail.

Required Skills and Abilities

• Attention to Detail: Demonstrates a high level of accuracy when reviewing, entering, formatting, and maintaining project documentation.
• Organization & Time Management: Effectively prioritizes multiple assignments and manages competing deadlines in a project-driven environment.
• Communication: Communicates professionally and effectively with internal departments and project stakeholders.
• Teamwork & Collaboration: Works cooperatively with technical and non-technical personnel to support departmental and project objectives.
• Learning & Development: Demonstrates initiative and a willingness to develop knowledge of instrumentation equipment, engineering documentation, and industry practices.
• Problem Solving: Recognizes discrepancies, identifies missing information, and follows up with appropriate personnel to resolve administrative and documentation issues.
• Adaptability: Able to adjust priorities and respond to changing project requirements in a fast-paced engineering environment.
• Accountability: Takes ownership of assigned responsibilities and ensures work is completed accurately and within established timelines.

Relationships

Internal

• Work collaboratively with Instrumentation personnel, Engineers, Designers, Drafters, Procurement, and other cross-functional departments.
• Provide timely administrative and documentation support to internal stakeholders.
• Communicate effectively to clarify project requirements, obtain missing information, and coordinate outstanding documentation.
• Demonstrate a willingness to learn, take direction, and develop broader departmental knowledge and capabilities.
• Contribute to a positive, professional, and team-oriented working environment.
  
  

Authority Level

• Decisions are routine in nature and will follow precedents and procedures
• Make independent decisions within the scope of the position
  • Willing to consult with project lead or other more experienced specialists to check work and incorporate suggestions
• Supervisor is readily available for assistance and guidance

Work Environment

Specific Work Conditions

• Required to work in an office setting with usual weekday office hours

• Overtime may be required to meet project deadlines

• Requires the ability to deal with a diversity of people when responding to interdepartmental inquiries

• Coping with frequent interruption and changing priorities

• Required to attend meetings at other buildings

Physical Requirements

• Requires ability to sit at a workstation for extended periods using a computer, reading manuals, etc…
• Occasional ability to lift, carry, and put away file boxes weighing up to 25 lbs
• Occasional ability to stand for extended periods for scanning, and photocopying
• Manual dexterity for data input, paperwork and use of standard office equipment
• Climbing, kneeling, crouching, and crawling when examining equipment

• Must wear company-standard PPE when entering fabrication shops, yards, and project sites. Project site PPE includes CSA approved steel toed boots and long pants

• Walking on uneven ground is to be expected in yards and at project sites

Performance Measures

Time Management

• Undertakes effective daily planning to assure tasks are completed on time
• Works with lead to ensure task priorities meet project requirements
• Maintains a professional attitude under time constraints and changing priorities

Accuracy

• The outcome of work is neat, complete, accurate, and error free
• Approaches work methodically and with precision
• Identifies proper standards and codes
• Consistently monitors the accuracy of work
• Contacts appropriate departments and personnel in order to resolve discrepancies
• Work processes are monitored and evaluated and new work procedures are developed if necessary
• Reports are error free and professionally presented within the scope of the position

Communication Skills

• Appropriately safeguards confidential information
• Communicate effectively and diplomatically with diverse individuals
• Ensures the flow of information in all necessary directions at the right time
  
  

Quantity and Quality of Work

• Consistently produces error free work within appropriate timeframe
• Gathers information and makes independent decisions within the scope of the position
• Finds innovative solutions to problems through research, testing, and analysis by keeping abreast of new technology, systems and processes., and regulations

The duties and responsibilities outlined in this document are not meant to be an exhaustive list but rather an overview of the job. The employee is responsible for completing all duties necessary to help fulfill departmental goals.