Engineering Administration Officer

The Engineering Administration Officer provides administrative and clerical support to the Engineering Department to ensure smooth operation, efficient communication, and proper documentation of maintenance activities. The position assists in planning, coordinating, and monitoring preventive and corrective maintenance, maintaining departmental records, and supporting budget and purchasing processes

• Provide administrative and secretarial support to the Chief Engineer and Engineering team.

• Prepare and maintain all engineering department records, logs, reports, and correspondence.

• Assist in scheduling preventive maintenance for equipment, machinery, and guest rooms.

• Maintain inventory of tools, spare parts, and maintenance materials; prepare purchase requests when necessary.

• Update daily maintenance reports, work orders, and equipment history files.

• Coordinate with suppliers and contractors for quotations, service schedules, and deliveries.

• Ensure proper filing and tracking of all maintenance-related documents (e.g., permits, service contracts, warranties).

• Support budget preparation by gathering data on utilities, repairs, and material usage.

• Monitor energy consumption and report irregularities or opportunities for cost reduction.

• Assist in following up on pending maintenance requests and ensure timely completion.

• Maintain confidentiality and professionalism in all engineering-related communication.

• Perform any other duties as assigned by the Chief Engineer or Hotel Management.

• Diploma or degree in engineering, Facilities Management, Business Administration, or a related field.
• Minimum of 5 years’ experience in a similar administrative or engineering coordination role, preferably in the hospitality industry.
• Knowledge of hotel engineering systems (HVAC, plumbing, electrical, mechanical) is an added advantage.
• Familiarity with preventive maintenance systems and hotel management software

Administration experience

• Strong administrative and organizational skills.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Attention to detail and accuracy in data entry and reporting.
• Ability to multitask and work under pressure in a fast-paced environment.
• Basic understanding of engineering terms, materials, and maintenance procedures
• Strong teamwork, reliability, and commitment to safety and service quality.