Fortin Pipelines is a specialist engineering consultancy supporting major global mining clients in the design, testing and operation of slurry, tailings and water pipelines. Our work relies heavily on precision, speed and the ability to deliver polished documentation to industry-leading standards.
You will be joining a small, high-performance team where reliability, initiative and ownership are essential.
The Opportunity
We are seeking a high-calibre, resourceful and technically strong Administrative & Document Control Specialist to work alongside our Operations Coordinator and support the consulting & laboratory teams.
This role is heavily weighted toward Microsoft Word formatting, document control, workflow coordination, and proactive problem-solving. The successful candidate must be a true "go-getter" who takes ownership, anticipates needs and thrives in a fast-paced consulting environment.
Key Responsibilities
Document Production & Control (50%)
* Produce highly formatted reports, proposals, deliverables and templates using advanced MS Word skills (styles, TOCs, cross-references, multi-level numbering, section breaks, master templates).
* Final-quality control: formatting, grammar, layout consistency, BOQs, tables and figure placement.
* Manage version control, file naming, tracked changes and document workflows.
* Prepare client-ready PowerPoint decks and structured Excel files.
Financial & Commercial Support (20%)
* Assist with monthly invoicing, contract billing schedules, PO tracking and expense reconciliation.
* Collate time reports, maintain project cost trackers, assist in commercial document preparation.
Operational & Project Coordination (20%)
* Support tender compilation, contract preparation and coordination of submissions.
* Maintain team diaries, travel bookings, meeting coordination and action tracking.
* Identify inefficiencies in workflows and implement improvement initiatives.
General Office & Team Support (10%)
* Assist lab team with procurement, logistics and administrative support as required.
* Liaise confidently with clients, vendors and partners.
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About You — Non-Negotiables
Technical Skills
* Expert MS Word user: formatting, custom styles, templates, section breaks, auto-numbering, references, complex tables, figure numbering, document rebuilds.
* Strong Excel capability (lookups, pivot tables, structured sheets) and competent PowerPoint designer.
* Experience formatting technical or professional services documents is strongly preferred.
Work Style & Behaviours
* Highly proactive, anticipates needs, acts without being asked.
* Strong initiative and ability to "figure things out" independently.
* Outstanding attention to detail and pride in producing polished work.
* Demonstrably resourceful in overcoming challenges or incomplete instructions.
* Thrives in a small team with high accountability and fast-moving priorities.
Experience
* Minimum 4–6 years' experience in administrative, project coordination, EA, document control or similar roles.
* Experience in consulting, engineering, technical services, or professional services is advantageous.
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What We Offer
Work directly with senior engineers and operations leadership (including Ashley).
* Autonomy, trust and ownership in a small, high-performance environment.
* Exposure to large mining clients and major global projects.
* Competitive salary aligned to capability and market expectations.