Engineering Administrative Assistant

Job Summary

The Engineering Administrative Support Associate is responsible for performing daily administrative functions that ensure the smooth operation of the Engineering Department. The role involves managing schedules, handling documentation, maintaining records and data accuracy, coordinating projects, and providing administrative support to engineers and cross-functional teams. The position also contributes to effective communication, service quality, and collaboration among stakeholders.

Duties and Responsibilities

1. Serve as the primary point of contact for the Engineering Head (AVP/SAVP) and coordinate with internal and external stakeholders.
2. Organize and prepare meetings, including scheduling, room reservations, and agenda preparation.
3. Manage calendars and ensure appointments and commitments are updated promptly.
4. Arrange business travel, accommodations, and related documentation; process engineering documents and plans for project transmittals.
5. Maintain confidentiality and securely handle sensitive information and documents.
6. Maintain and process engineering records, contracts, and other pertinent files.
7. Disseminate important updates and communications to relevant teams.
8. Assist in onboarding and guiding new team members on basic processes and tasks.
9. Ensure records and administrative processes comply with company policies.
10. Provide daily administrative support to the Engineering Department.
11. Prepare minutes of meetings (non-technical aspects) as requested.
12. Perform other related administrative tasks necessary to support departmental operations.

QUALIFICATIONS

Education

• Bachelor's degree in Business Administration, Office Management, or a related field.
• Background or coursework in engineering support, operations, or organizational management is an advantage.

Experience

• At least 1 to 2 years of experience in an administrative, executive assistant, or office support role.
• Experience within an engineering, construction, or technical environment is preferred.

Licenses/Certifications

• No professional license required.
• Certifications related to administration, office management, or project support are an advantage.

Accountabilities

Decision Making

• Makes routine decisions involving administrative processes, scheduling, coordination, and task prioritization.

Resources Managed

• Office supplies, documentation systems, scheduling tools, and coordination platforms.

Information Managed

• Engineering documents, project schedules, procurement requests, travel arrangements, meeting minutes, and internal communications while ensuring confidentiality, accuracy, and proper documentation.

Key Competencies

• Administrative and organizational skills
• Calendar and schedule management
• Record and document control
• Communication and stakeholder coordination
• Confidentiality and professionalism
• Time management and multitasking
• Attention to detail
• Team collaboration and onboarding support
• Compliance and process management