I. JOB SUMMARY
The Application Engineering Coordinator (AE Coordinator) supports the Engineering Department by improving workflow organization, documentation control, communication quality, and administrative coordination throughout the proposal and bidding process.
This role is responsible for helping the engineering team organize bid and proposal documentation, maintain project and bid-tracking tools, support CRM documentation requirements, coordinate internal follow-up on requests, and prepare clear, professional written communications. The AE Coordinator will also assist with direct bid package preparation, meeting-note management, document filing, workflow tracking, and communication with internal teams to help keep projects moving efficiently.
The ideal candidate is highly organized, detail-oriented, and a strong business writer who is comfortable working in a fast-paced, deadline-driven environment. This individual should be proficient in Microsoft Outlook and other Microsoft Office applications, comfortable using templates and repeatable workflows, and confident using AI tools (such as M365 Copilot) to accelerate routine drafting tasks while recognizing when technical review is required.
This position is intended to support the engineering team by handling workflow-heavy coordination and documentation responsibilities so that Application Engineers and Team Leaders can remain focused on technical execution.
The AE Coordinator will work under the supervision of the Engineering Manager and/or designated Team Leaders. The individual will follow established procedures and written instructions to accomplish assigned tasks and will escalate technical or risk-sensitive matters to the appropriate engineering personnel when needed.
The AE Coordinator will be located in the headquarters office in Denver, NC. This position is primarily office-based and is expected to require minimal travel.
II. ESSENTIAL DUTIES AND REPONSIBILITIES
The following represents a list of essential duties and responsibilities.
Other duties may be assigned; tasks listed are intended to be descriptive and not restrictive.
This role provides workflow support and does not independently own technical engineering decisions. Information regarding technical equipment size and configuration, technical clarifications or exceptions, design, specification interpretation, etc. must be escalated to the appropriate team member or leader.
Bid and Proposal Coordination
- Download bidding documents and organize them in the appropriate project folders for review by Application Engineers
- Support preparation and assembly of bid and proposal documentation to ensure packages are complete and properly organized
- Review bid package details to confirm required administrative items and supporting documentation are included prior to release
- Help maintain consistency in how bid and proposal documents are packaged, labeled, stored, and distributed
Project Tracking, Documentation, and Administrative Support
- Enter or assist with non-technical updates in CRM, as trained
- Attach required documents to CRM at the appropriate workflow stages
- Attach Risk Assessments and other required support documentation to CRM after internal preparation and approval
- Track the status of Risk Assessments in CRM and identify when they are overdue or incomplete, escalating as needed
- Maintain the live bid list with support from Team Leaders, including dates, notes, and other project-tracking details
- Help maintain consistency and accuracy in project tracking tools, bid logs, and related documentation systems
- Compare internal request lists with active bid lists to help ensure timely follow-up and visibility
- Assist as needed with making modifications to HUBER equipment specifications, as directed by the Engineering Manager or Team Lead
- Create and maintain orderly project files and documentation folders
- Help maintain reference files, templates, and other shared department resources
- Support document organization and retrieval so information is readily available to engineering staff when needed
Internal Coordination and Communication Support
- Draft internal emails for fitment sketch requests and drawing coordination based on information provided by engineering staff
- Help coordinate drawing requests for multi-equipment projects
- Follow up on drawing-request status and communicate updates to the appropriate team members
- Notify the appropriate team members when required documentation, status updates, or expected responses are missing or delayed
- Assist with sending team communications in advance of trainings, meetings, and other internal events
- Take and manage notes for pre-bid meetings, handover meetings, conference calls, and other internal coordination meetings as requested
- Prepare concise meeting summaries and action-item lists for distribution to the appropriate team members
- Draft internal workflow emails, follow-up reminders, and routine communications using templates or approved formats
- Prepare routine company-information statements or other standard written content for direct bid support, as directed
- Ensure written communications are clear, professional, and organized for easy use by the engineering team
Performs other work-related duties as assigned, including supplementing front desk coverage in collaboration with other department coordinators.
III. WORK ENVIRONMENT
While performing the duties of this job, the employee regularly works in an office setting. The position involves frequent computer-based work, written communication, file management, document handling, and coordination with internal teams. May occasionally be exposed to dust or noise when in designated manufacturing area.
IV. PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Light Physical Demands:
- Ability to sit or stand for extended periods of time
- Prolonged use of computer and other general office equipment
- Ability to lift standard office materials or packages associated with documentation compilation
- Must be able to communicate clearly, written and orally, across communication channels
- Requires high level of attention to detail and ability to manage multiple concurrent tasks while adhering to deadlines
V. POSITION TYPE/EXPECTED HOURS OF WORK
This role will be based out of the HUBER office in Denver, NC. This is a Full-time position; standard work schedule is Monday – Friday, 8:00 am to 5:00 pm. Flexible scheduling may be available after initial training period, as approved by the Engineering Manager.
VI. SUPERVISORY RESPONSIBILITIES
This role has no supervisory responsibilities
VII. TRAVEL
Minimal travel expected. Occasional local travel or participation in company events may be required.
VIII. EDUCATION, EXPERIENCE, AND SKILLS
- Associate’s degree in business, communications, engineering technology, project coordination, or other relevant discipline.
- Equivalent relevant work experience will be considered in lieu of degree; Relevant experience includes but is not limited to project coordination, document control, proposal support, inside sales support, or engineering support
- Strong computer proficiency, specifically with Microsoft Office applications (Outlook, Word, Excel)
- Proficient use of Outlook templates and other repeatable email formats for high-volume workflow communication
- Excellent written and oral communication skills with a strong business writing ability, including drafting professional emails, meeting notes, summaries, and routine written content
- Ability to support multiple concurrent workflows while maintaining accuracy under deadlines
- Comfortable using AI tools to accelerate routine drafting, summaries, and communication tasks
- Ability to work independently as well as in a team-oriented environment
- Ability to follow established procedures with a strong attention to detail to identify missing information and escalate issues appropriately
Additional Preferred Qualifications
- 3+ years’ experience in supporting engineering, manufacturing construction, or other project-based teams
- Familiarity with CRM systems (Microsoft Dynamics), bid/proposal support, or document-control workflows
Pre-Hire: Ability to pass a drug test, background check as it relates to the role, and completion of an I-9 form. HUBER is an E-Verify Employer. Authorization to work in the U.S. is a precondition of employment for this role. No relocation - Local candidates only
Huber Technology, Inc. is an equal opportunity employer – www.huber-technology.com All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
