Engineering Administrative Assistant

The Engineering Administrative Assistant provides administrative coordination and documentation support to the Engineering Department. The role supports the Director of Engineering and engineering team in daily operations reporting procurement follow-up documentation contractor coordination and departmental communication. The position requires strong organizational skills attention to detail professional communication and the ability to coordinate effectively with internal departments contractors suppliers and other stakeholders.

Key Responsibilities

Administrative & Department Support

• Provide daily administrative support to the Director of Engineering and Engineering Department.
• Prepare correspondence reports presentations memos and official departmental documents.
• Maintain organized electronic and physical filing systems for engineering records.
• Manage departmental schedules meetings appointments and follow-ups.
• Prepare meeting agendas and minutes and follow up on assigned action points.
• Coordinate communication between Engineering and other hotel departments.

Engineering Documentation & Reporting

• Maintain records of preventive maintenance corrective maintenance inspections and technical reports.
• Assist in preparing daily weekly and monthly Engineering reports.
• Maintain updated records for equipment assets warranties service contracts certificates and technical documentation.
• Support documentation related to CMMS and engineering work orders.
• Maintain records of incidents breakdowns technical observations and corrective actions.
• Assist in tracking project snagging DLP and handover documentation when required.

Procurement & Financial Follow-Up

• Prepare and follow up Purchase Requests (PR) Purchase Orders (PO) and engineering material requests.
• Coordinate with Procurement and Finance regarding quotations approvals deliveries and invoices.
• Maintain records of engineering purchases quotations invoices and departmental expenses.
• Follow up with suppliers and contractors regarding pending materials spare parts and services.
• Assist the Director of Engineering in tracking departmental CAPEX and OPEX items.

Contractor & Supplier Coordination

• Coordinate appointments site visits and access requirements for contractors and suppliers.
• Maintain an updated database of engineering contractors suppliers and service providers.
• Follow up on quotations technical submissions reports and completion documents.
• Track contractor attendance pending works deadlines and required documentation.
• Support communication and documentation related to warranty and maintenance agreements.

Compliance & Records

• Maintain Engineering certificates inspection reports permits licenses and compliance documentation.
• Support documentation related to Civil Defense Fire & Life Safety municipality and other relevant authorities.
• Track expiry dates of certificates contracts warranties and required renewals.
• Ensure Engineering documentation is properly maintained and readily available for audits and inspections.

Qualifications :

• Saudi National - Female.
• Diploma or Bachelors degree in Business Administration Management Engineering Administration or a related field.
• Previous administrative experience is preferred; experience within hospitality engineering facilities management or construction is an advantage.
• Good command of English and Arabic both written and spoken.
• Strong knowledge of Microsoft Office particularly Excel Word PowerPoint and Outlook.
• Experience with CMMS ERP procurement or hotel systems is an advantage.

Additional Information :

Skills & Competencies

• Excellent organizational and time-management skills.
• Strong communication and coordination abilities.
• Professional English email and report-writing skills.
• Strong attention to detail and documentation accuracy.
• Ability to manage multiple tasks and priorities.
• Good follow-up skills and ability to work with deadlines.
• Ability to maintain confidentiality and handle sensitive departmental information.
• Team-oriented with a professional and positive attitude.
• Willingness to learn basic engineering and technical terminology.

Key Performance Indicators (KPIs)

• Accuracy and timely submission of Engineering reports.
• Proper maintenance and organization of departmental documentation.
• Timely follow-up of PRs POs invoices quotations and material requests.
• Effective tracking of contractors and pending engineering activities.
• Timely renewal and tracking of certificates warranties and contracts.
• Accuracy of departmental records and databases.
• Timely completion and follow-up of tasks assigned by the Director of Engineering.

Working Relationships

• Director of Engineering
• Assistant Director of Engineering
• Engineering Supervisors and Technicians
• Procurement Department
• Finance Department
• Human Resources
• Security and Health & Safety
• Housekeeping and Front Office
• Contractors suppliers and service providers

Remote Work :

No

Employment Type :

Full-time