The Admin Assistant for the Engineering Department provides administrative and clerical support to ensure smooth daily operations. The role includes managing communications, organizing documents, coordinating with internal teams, and assisting engineers with office-related tasks to improve workflow and efficiency.

Key Responsibilities

1. Communication & Coordination

• Answer and respond to inquiries via email, phone, and messaging platforms.
• Forward concerns to the appropriate engineer or department and ensure timely follow-up.
• Maintain professional communication with suppliers, clients, project teams, and site personnel.
• Schedule meetings, prepare reminders, and coordinate with internal departments.

2. Email & Document Management

• Monitor and organize the engineering department’s email inbox.
• Sort, categorize, and respond to emails based on urgency and importance.
• Prepare, file, and update engineering documents, memos, reports, and correspondence.
• Maintain accurate and accessible digital and physical records.

3. Administrative Support

• Assist in preparing reports, minutes of the meeting, and documentation requirements.
• Handle office supplies monitoring and requisition for the engineering department.
• Process requests, forms, and coordination sheets submitted by engineers.
• Track and monitor project-related submissions (OT forms, leave forms, permits, etc.).

4. Engineering Department Support

• Coordinate with site engineers regarding updates, requirements, and follow-ups.
• Assist in consolidating project reports, timesheets, and daily logs.
• Support the department in preparing plans, request letters, and basic project documentation (non-technical).

5. Other Tasks

• Uphold confidentiality and proper handling of sensitive documents.
• Support the Engineering Head in daily administrative operations.
• Perform other duties as may be assigned.