Engineering Administrator - HRCH Limited

Job Summary/Purpose:

The Engineering Administrator is responsible for providing comprehensive administrative support to the Technical Services department, ensuring efficient operations, and coordinating various engineering-related administrative tasks. This role is pivotal in managing procurement and inventory, spare parts and material administration, schedule coordination for technical teams, departmental reporting, and overall operational coordination to ensure departmental objectives are met efficiently.

Key Responsibilities and Duties:

Manage procurement and inventory for the Technical Services department, including spare parts and material administration. (25%)

• Initiate, process, and track purchase requests for materials, spare parts, and services according to departmental needs and company procedures.
• Liaise with the procurement department, finance department, and external suppliers to ensure timely and cost-effective acquisition of goods and services.
• Oversee inventory management: monitor stock levels, conduct regular stock checks, coordinate with the warehouse for stock requests (Inventory Request workflow), and maintain accurate records of spare parts and materials using inventory management systems.
• Administer the systematic distribution and tracking of spare parts and materials to technical teams, ensuring proper documentation for project or maintenance needs.

Coordinate schedules for the technical teams, including site visits, maintenance activities, and projects. (20%)

• Develop, maintain, and communicate schedules for Design, Projects, and Service teams, optimizing for resource allocation and customer requirements.
• Coordinate logistics for site visits, preventive maintenance (SLA) schedules, corrective maintenance calls, and ongoing projects.
• Act as a central point of contact for schedule adjustments and urgent requests, ensuring minimal disruption to planned activities.

Handle administrative and operational coordination for the department. (15%)

• Provide day-to-day administrative support to the Head of Technical Services and engineering teams.
• Facilitate internal and external communication, including managing correspondence, calls, and inquiries directed to the Technical Services department.
• Organize and coordinate departmental meetings, including preparing agendas, taking minutes, and tracking action items.

Prepare and manage technical reports, quotations, and other documentation. (15%)

• Assist in compiling data and preparing regular and ad-hoc technical reports on departmental activities, project progress, and service performance.
• Coordinate the preparation and submission of quotations to customers, ensuring accuracy and timely delivery, often based on technical reports from service/project teams.
• Maintain a systematic filing system for all technical documentation, contracts, client correspondence, and project records, ensuring easy retrieval and data integrity.

Process requests for materials, parts, or services, coordinating with warehouse and procurement teams. (10%)

• Receive and verify requests for materials, parts, or services from technical staff (Request for Material/Parts/Service workflow).
• Check for availability in stock (liaising with Warehouse via Inventory Request) or initiate procurement processes (Purchase Request workflow) as needed.
• Track the status of requests and ensure timely fulfillment to support ongoing technical work.

Liaise with finance for procurement processes. (5%)

• Work closely with the finance department to ensure alignment on procurement budgets, invoice processing, and payment for technical services and supplies.
• Assist in resolving any discrepancies related to procurement and financial transactions for the department.

Support the Admin Team and oversee their day-to-day tasks. (5%)

• Provide guidance and support to members of the Admin Team within the Technical Services department.
• Assist in distributing administrative tasks and ensuring efficient workflow within the admin support function.

Ensure smooth communication flow within the department and with other relevant stakeholders. (5%)

• Act as a liaison between technical teams, management, other departments, and clients when necessary.
• Disseminate important information and updates to relevant personnel within the Technical Services department.

Qualifications and Skills:

• Diploma or Degree in Business Administration, Engineering (or related field), Project Management, or equivalent professional experience.
• Proven experience (typically 3+ years) in a senior administrative role, preferably within an engineering, construction, or technical service environment.
• Strong organizational, planning, and multitasking skills with a keen attention to detail and the ability to prioritize effectively in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiar with project management or ERP/inventory management software.
• Excellent written and verbal communication skills, with the ability to interact professionally with internal teams, clients, and suppliers.
• Demonstrated ability to work independently, take initiative, and contribute as part of a collaborative team.
• In-depth understanding of procurement procedures, inventory control, and administrative coordination.
• Basic financial acumen for liaising with the finance department.

Working Conditions:

• Primarily office-based environment.
• May require occasional coordination for off-site activities or site visits if administrative presence is needed.
• Standard office hours (e.g., 8 AM - 5 PM, Monday to Friday), with potential for occasional overtime based on operational urgencies or project deadlines.

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