Job Description

DUTIES & RESPONSIBILITIES A. GENERAL ADMINISTRATION, COORDINATION & ACCOUNTING SUPPORT - Perform daily administrative tasks such as correspondence, documentation, filing, daily logs, and record keeping. - Manage incoming and outgoing documents, maintain master logs, archive, retrieve documents, and ensure proper updating of both hard and soft copies of records. - Maintain and organize job files, administrative records, and project-related documentation. - Coordinate with other departments such as HR, Procurement, Accounts and Head Office. - Handle division-level petty cash, maintaining accurate and accountable records. - Prepare sales invoices, manage purchase invoices, ensure timely processing, and maintain proper filing systems. - Oversee office upkeep, manage the reception desk, and handle internal communications and email correspondence. - Draft internal memos, business letters, and inquiries as required.

B. TECHNICAL REPORTING & COORDINATION - Provide technical-administrative support to the Division Manager in monitoring and following up on project activities. - Assist technical staff in preparing maintenance/service reports, inspection checklists, and completion certificates. - Coordinate with engineers, supervisors, and technicians to collect technical data from sites for preparing reports and documents. - Draft project-related communications such as letters, memos, emails, inquiries, and quotations. - Prepare and follow up on material requisitions, delivery notes, completion reports, complaint forms, and other basic technical documents. - Support tender and proposal submissions by assisting with documentation, market research, correspondence, and formatting requirements. - Maintain logs of site activities, client complaints, preventive maintenance schedules, and call-out responses.

QUALIFICATIONS - Diploma or Bachelor's Degree in Business Administration, Computer Science, Engineering, or a related field. - At least 2-4 years experience in a similar administrative/technical coordination role, preferably within maintenance and/or contracting companies. - Basic understanding of MEP systems (Mechanical, Electrical, Plumbing) and project workflows. - Proficiency in MS Office (Excel, Word, Outlook); familiarity with AutoCAD, ERP systems, and PowerPoint is a plus.