Administrative Executive, Engineering Department (4 months contract) - #1173104

BASIC FUNCTION

Provides administrative and clerical support to the Engineering Department. Responsible for departmental documentation, records, purchasing and inventory administration, work order coordination, contract and licence tracking, and general office administration. Works closely with the Director of Engineering and Engineering Team to ensure the smooth and efficient administration of the department in accordance with established hotel procedures and standards.

DUTIES & RESPONSIBILITIES

1. Attend to incoming telephone calls, provide information, take messages and ensure that messages and requests are promptly conveyed to the relevant personnel and followed up accordingly.

2. Attend to and coordinate Engineering-related requests, complaints and follow-ups from in-house guests and internal departments, and liaise with the Engineering Team for appropriate action.

3. Maintain an effective and organised filing system for Engineering records, documents, correspondence and reports.

4. Prepare, type, maintain and update departmental documents and records, including correspondence, memorandums, quotations, duty rosters, service chits, work orders, purchase orders, delivery orders, invoices, reports, contracts and service agreements.

5. Maintain and update stock cards and inventory records for Engineering spare parts, materials and supplies.

6. Prepare Purchase Requisitions and related purchasing documentation in accordance with established procedures.

7. Monitor stock levels of Engineering materials, supplies and low-cost spare parts and ensure adequate stock is maintained.

8. Issue spare parts and materials to Engineering personnel and other departments as authorised, and maintain proper records of stock issuance.

9. Check previous purchase records and obtain quotations from suppliers for purchase requisitions, where required.

10. Monitor stock levels and raise purchase requests to replenish items that have fallen below the established minimum par stock level.

11. Monitor the approval status of Purchase Requests, follow up on outstanding approvals and liaise with suppliers to confirm orders upon approval.

12. Assist with checking and receiving spare parts, materials and supplies delivered by suppliers, including verifying quantities against the relevant purchase and delivery documents.

13. Maintain a record of service and maintenance contracts, licences and permits relating to Engineering equipment and facilities. Monitor expiry and renewal dates and coordinate with the relevant personnel, contractors or suppliers to ensure timely renewal.

14. Coordinate and follow up with the Engineering Team, contractors and suppliers on routine Engineering-related matters, appointments, servicing and maintenance requirements.

15. Control and issue Engineering work orders, maintain appropriate records, monitor outstanding work orders and follow up with the Engineering Team on their completion.

16. Maintain and administer the key control system for doors and areas relating to Engineering utilities and facilities, including keeping appropriate records of key issuance and return.

17. Assist the Engineering Team with the administration and record-keeping of the Building Automation System and other Engineering-related systems, where required.

18. Maintain and compile Engineering staff attendance, overtime, leave and other payroll-related records. Coordinate with the Human Resources Department during payroll closing to ensure that overtime, claims, attendance and other relevant payroll information are complete, accurate and submitted within the required timeline.

19. Provide general administrative support to the Director of Engineering and Engineering Team, including preparation of reports, filing, data entry, scheduling and other day-to-day departmental administrative requirements.

20. Liaise with the Human Resources, Finance, Purchasing and other relevant departments on Engineering administrative matters, where required.

21. Perform any other duties and responsibilities as assigned by the Management from time to time.