Admin Assistant (Engineering)

Position Overview

The Admin Assistant provide comprehensive administrative, clerical, and coordination support to the Engineering Department to ensure smooth daily operations, efficient cost control, and accurate reporting. The individual supports the Assistant Director of Engineering and Director of Engineering and liaises closely with internal departments, vendors, and contractors.

The Role

Administrative Support

Provide full administrative and secretarial support to the Assistant Director of Engineering and Director of Engineering.

Prepare, format, and distribute business correspondence, reports, and presentations.

Prepare high-quality presentation slides for the Director of Engineering as required.

Organize and maintain an efficient filing system (both digital and hardcopy).

Record and maintain minutes for departmental meetings, various meetings, and other internal sessions.

Human Resources & Payroll Coordination

Maintain accurate and up-to-date personnel records for all Engineering employees.

Process and close monthly payroll, including overtime and shift allowances.

Coordinate with HR and Finance on staffing records, attendance, and payroll matters.

Procurement & Vendor Management

Process purchase orders and service requests with external contractors and suppliers.

Source, price, and procure engineering-related materials (e.g., building, plumbing, HVAC supplies).

Establish and maintain strong vendor relationships to ensure quality, cost efficiency, and timely delivery.

Monitor and follow up on orders, ensuring proper delivery, receiving, and inventory tracking of spare parts.

Financial & Cost Control

Track and monitor departmental expenses against budget.

Process, verify, and code invoices for materials, contract labor, and service works.

Liaise closely with the Finance/Accounting Department to ensure timely and accurate payments.

Maintain records and documentation for purchasing activities and cost tracking.

Operations & Systems Coordination

Act as the first point of contact for incoming calls, vendors, and visitors to the Engineering Department.

Coordinate service requests and ensure proper communication between internal teams and external contractors.

Monitor and update the Knowcross system to ensure accurate work order tracking and completion status.

Maintain logs, records, and documentation for maintenance and purchasing activities.

Sustainability & Data Management

Update and maintain Earth Check data in the online portal in a timely and accurate manner.

Update Hotel's HLP (Hotel Performance/Environmental data) and prepare presentations for Green Meetings.

Prepare monthly energy consumption and utility reports in line with company standards.

Compile departmental and sustainability-related reports for management and corporate requirements.

Reporting & Analytics

Prepare regular reports, including cost analysis, operational summaries, and performance tracking.

Support data collection and reporting for corporate, audit, and compliance requirements.

Budgeting Support

Assist in the preparation of annual and monthly budget, including repairs & maintenance, utilities (heat, light, power), and manpower costs.

Talent Profile

Minimum Diploma qualification

2 years of experience in administration

Knowledge of Engineering and Purchasing systems

Proficient in Microsoft Office

CAPELLA HOTEL, SINGAPORE