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.