Engineering Administrator

POSITION SUMMARY

The Engineering Administrator provides administrative support to the Engineering Department while ensuring that all public and common areas within the property are maintained to high standards. This role serves as a key liaison between engineering operations, contractors, vendors, and other departments, ensuring timely maintenance follow-up, regulatory compliance, and efficient documentation management.

KEY RESPONSIBILITIES

• Maintain and control engineering documentation, including technical drawings, permits, service reports, maintenance records, and contracts.
• Update and monitor maintenance schedules, work orders, asset records, and inventory databases through engineering management systems.
• Coordinate with vendors, contractors, and internal departments on maintenance activities, repair progress, and service delivery.
• Prepare daily, weekly, and monthly reports, including maintenance statistics, defect tracking logs, and operational summaries.
• Track departmental budgets, purchase orders, invoices, and vendor documentation to ensure accurate record keeping.
• Schedule contractor visits, preventive maintenance activities, inspections, and departmental meetings.
• Record and distribute meeting minutes, action plans, and follow-up items.
• Maintain statutory records and certifications for building systems, including fire protection systems, lifts, escalators, chillers, pressure vessels, and other regulated equipment.
• Support internal and external audits by preparing compliance documentation and ensuring records are current and complete.
• Monitor service contracts and ensure vendor compliance with regulatory and safety requirements.
• Assist in tracking environmental sustainability initiatives, including utility consumption, energy management, and green building certification requirements.
• Conduct routine inspections of public and common areas to identify maintenance defects, safety hazards, housekeeping concerns, and presentation issues.
• Record and report defects such as faulty lighting, damaged fixtures, flooring issues, water leakage, plumbing concerns, and general wear and tear.
• Raise maintenance requests and monitor corrective actions until issues are fully resolved.
• Verify completed repair works and ensure quality standards are met before closing work orders.
• Ensure all public areas comply with company safety policies, operational standards, and guest experience expectations.
• Escalate urgent safety or operational concerns to the appropriate departments for immediate action.
• Process purchase requisitions and purchase orders for engineering materials and services.
• Maintain records of equipment warranties, service contracts, and supplier agreements.

Qualifications & Requirements

Education

• Diploma or equivalent qualification in Business Administration, Facilities Management, Hospitality Management, Engineering Administration, or a related field.

Experience

• Minimum 1-2 years of experience in administrative support, facilities management, property maintenance, hospitality engineering, or a related environment.
• Experience working with maintenance management systems, property management systems, or asset management platforms is advantageous.

Skills & Competencies

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong organizational, documentation, and record-management skills.
• Effective verbal and written communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong attention to detail and problem-solving abilities.
• Basic knowledge of building services, maintenance operations, safety regulations, and vendor management.
• Ability to work independently and collaboratively with cross-functional teams.

Key Attributes

• Detail-oriented and highly organized.
• Proactive and service-focused mindset.
• Strong follow-up and coordination skills.
• Commitment to safety, compliance, and quality standards.
• Ability to maintain confidentiality and handle sensitive documentation professionally.