Engineering Administrator

Job title: Engineering Administrator

Job Description

Job Purpose The Engineering Administrator provides administrative and coordination support to the Engineering Department to ensure efficient operations, maintenance activities, documentation control, and compliance with company standards. The role is responsible for managing records, work orders, preventive maintenance schedules, contractor documentation, purchasing requests, and departmental reporting.

Key Responsibilities

• Administrative Support

• Provide administrative support to the Engineering team.

• Prepare and maintain engineering documents, reports, and correspondence.

• Organize and maintain engineering filing systems, both electronic and hard copy.

• Schedule department meetings and prepare meeting minutes.

• Maintenance Coordination

• Assist in coordinating preventive and corrective maintenance activities.

• Monitor and update maintenance schedules and work orders in the TRANSCENDENT system.

• Track maintenance requests and follow up on completion status.

• Maintain records of equipment maintenance history and service reports.

• Documentation & Compliance

• Maintain engineering drawings, manuals, SOPs, and technical documentation.

• Ensure all records are updated and comply with company policies and regulatory requirements.

• Support audits, inspections, and certification processes by preparing required documentation.

• Procurement & Inventory

• Raise purchase requisitions and track procurement status of engineering materials and spare parts.

• Coordinate with suppliers and contractors regarding quotations and deliveries.

• Maintain inventory records for engineering supplies and spare parts.

• Monitor stock levels and assist in inventory audits.

• Contractor & Vendor Management

• Coordinate contractor access and ensure required permits and documentation are available.

• Maintain contractor insurance certificates, licenses, and compliance records.

• Track contractor performance and contract documentation.

• Reporting

• Prepare weekly and monthly engineering reports.

• Track department KPIs, maintenance performance, and budget utilization.

• Assist in budget preparation and expense monitoring.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Engineering, Facilities Management, or a related field.

• Minimum 2 years of administrative experience, preferably in an engineering, maintenance, or facilities environment.

• Experience with TRANSCENDENT or maintenance management systems is an advantage.

• Proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).

• Skills & Competencies

• Strong organizational and time management skills.

• Excellent communication and interpersonal skills.

• Ability to manage multiple tasks and prioritize effectively.

• Strong attention to detail and document control capability.

• Proficiency in data entry, reporting, and record management.

• Ability to work independently and within a team environment.

• Additional Information

• Join our team and enjoy a range of exclusive colleague perks, including complimentary upgrades, extended stays, discounted stays across Fairmont & Raffles properties, special dining and wellness discounts, and added luxuries to enhance your experience. We believe in taking care of our team, ensuring that your hard work is rewarded with exceptional benefits.

• Our Values Respect:

• We value the needs, ideas and individuality of others. We treat everyone with fairness and dignity.

Excellence:

• We make genuine connections, and we cherish every opportunity to make the people around us feel special.

Belonging:

• We celebrate our differences. We support each other and we always stand together.

Empowerment:

• We have authority to take initiative and anticipate moments that create unforgettable experiences.

Integrity:

• We build trust through mutual respect and being authentic.

• Diversity & Inclusion

• Raffles is committed to creating an inclusive environment where diverse talent thrives. We welcome candidates from all backgrounds to join our team.