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Engineering Support Analyst

Job Overview

The Engineering Support Analyst assists engineering professionals and others with a wide variety of tasks that help related projects run smoothly. This includes monitoring activity, managing documents, fielding requests, and preparing information and analyses.  Areas of focus include the bidding process, scheduling, assisting with project approvals, creating work orders, and managing the change order process. Communications, audit, data governance are all within the purview of this role.

Organizational Impact

The Engineering Support Analyst handles important elements of the engineering process, primarily focused on activities and information that does not require physical presence on the job site.  By managing the flow of information and communication, this role ensures a strong foundation of data and effective process for all stakeholders.  The result is fewer mistakes and unexpected situations, and smoother projects more likely to be on time and within budget.  In addition, Engineering Support Analyst allows on-site engineering staff to spend more time on site. It also provides continuity for changing on-site staff and helps compress project timelines.

Key Systems

The Engineering Support Analyst works closely with the systems used by a Chief Engineer.  This typically includes the Document Management System, Project Tracking System, and any dedicated engineering management application. Other systems, like Vendor Management, and Allocations (Payroll) may also be used.

Inputs

During periods of regular operations, incoming vendor communications and schedule changes comprise the majority of inputs for a Engineering Support Analyst, along with scheduled activities.  During the startup of a job, bids and vendor documents are common inputs.  In general, incoming requests typically arrive through email or a unified task management system.  Documents may be assigned through the Document Management System.  Ad-hoc requests are routed through email (preferably generic), or through a unified task management system. Date-based alerts and recurring tasks originate in a workflow or calendar system.

Outputs

In general, the Engineering Support Analyst outputs information into the various systems used in that role, typically by adding notes, changing status or assignments, attaching information, or creating new records.  Schedule and project updates are common.  In many cases, outputs are communications with team members or people outside the company, sent vie email or unified communications platform.  Outputs often include packaged sets of documents, reports, analyses, and responses to requests for information.

Activities

  • Job Setup & Closeout

    o Establish new Construction Projects
    o Associate key staff members to the proje
    o Communicate as indicated

  • Vendor Management

    o Add new Vendors
    o Associate Vendors with Job
    o Obtain Vendor Qualifications (insurance, etc.

  • Bidding Process

    o Manage bid requests
    o Receive and profile incoming bids
    o Prepare bid comparisons/bid matrix
    o Prepare bid tabulation

  • Document Control

    o Manage repository of contracts, bids, and change orders
    o Manage construction-related drawings (surveys, site plans, drawing sets, etc.)

  • Payments / Invoices

    o Validate against contracts and project delivery
    o Ensure allocations (payroll) are completed

  • Schedule Management

    o Update schedule based on changing conditions
    o Communicate schedule status and changes to stakeholders

  • Change Orders

    o Identify instances requiring change orders
    o Notify the Construction Manager of required change orders
    o Coordinate execution process
    o Receive and profile executed change orders

  • Reporting and Analytics

    o Communicate with stakeholders
    o Identify exceptions and opportunities for intervention or escalation
    o Respond to request for ad-hoc analyses

  • Other

    o Data Governance
    o Quality Assurance
    o Ad-Hoc Requests from Chief Engineer

Recommended Items

  • Central Calendar System
  • Central Vendor List
  • Central Repository / Process for Payables and Invoices
  • Sample / Standard Construction Schedule
  • Sample Response Language for Bid Requests
  • Checklist for Bid and Contract Review
  • Generic Email Account(s) for Construction Administration
  • Document Management System
  • Construction Project Management / Job Control System

Content Examples

  • Commercial Development
  • Commercial Construction
  • Interior Renovations
  • Residential Construction
  • Civil Engineering
  • Commercial Contracting
  • Store / Site Development

Sample Event-Driven Tasks

  • Job Setup & Closeout

    o Establish new Construction Projects
    o Associate key staff members to the project
    o Communicate as indicated

  • Vendor Management

    o Add new Vendors
    o Associate Vendors with Job
    o Obtain Vendor Qualifications (insurance, etc.

  • Bidding Process

    o Manage bid requests
    o Receive and profile incoming bids
    o Prepare bid comparisons/bid matrix
    o Prepare bid tabulation

  • Document Control

    o Manage repository of contracts, bids, and change orders
    o Manage construction-related drawings (surveys, site plans, drawing sets, etc.)

  • Payments / Invoices

    o Validate against contracts and project delivery
    o Ensure allocations (payroll) are completed

  • Schedule Management

    o Update schedule based on changing conditions
    o Communicate schedule status and changes to stakeholders

  • Change Orders

    o Identify instances requiring change orders
    o Notify the Construction Manager of required change orders
    o Coordinate execution process
    o Receive and profile executed change orders

  • Payments / Invoices

    o Validate against contracts and project delivery

  • Reporting and Analytics

    o Respond to request for ad-hoc analyses

  • Other
    o Respond to Ad-Hoc Requests from Chief Engineer
    o Respond to Ad-Hoc Requests from other stakeholders

Sample Scheduled Tasks

  • Payments / Invoices

    o Ensure allocations (payroll) are completed

  • Schedule Management

    o Communicate schedule status and changes to stakeholders

  • Reporting and Analytics

    o Prepare regular project pipeline and status reports
    o Communicate with
    stakeholders

  • Other

    o Data Governance Review
    o Quality Assurance Review

Sample Infill Tasks

  • Document Control

    o Audit project documents for completeness

  • Reporting and Analytics

    o Identify exceptions and opportunities for intervention or escalation

  • Other

    o Review prices for consistency and opportunity
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