About the role

The Admin & Operations Assistant supports the daily operational and administrative functions of the engineering and maintenance team. This role ensures smooth coordination of manpower, materials, documentation, and communication across projects and service jobs. You will assist in scheduling, procurement, maintenance tracking, and reporting—helping the operations team run efficiently and professionally.

Key responsibilities

Provide day-to-day administrative support to the engineering and maintenance teams

Compile job sheets, service reports, work orders, and documentation for site teams

Maintain accurate records of project files, contracts, and operational documents

Assist in coordinating meetings, site appointments, and internal communications

Support the scheduling of site workers, engineers, and subcontractors for daily jobs

Update deployment lists, attendance records, and last-minute changes

Communicate schedules and instructions to site teams promptly

Assist in tracking job progress and follow-up actions

Source quotations for materials, tools, spare parts, services and negotiate to secure the best possible prices

Seek approval for purchase requests and follow up with suppliers on delivery timelines

About you

Nitec / Higher Nitec / Diploma in Business Administration, Engineering, or related fields

Experience in engineering, maintenance, facilities management, or construction admin is an advantage

Strong organizational and multitasking skills

Proficient in MS Office (Excel, Word), Outlook and comfortable with digital tools

Good communication skills and ability to coordinate with engineers, site supervisors, vendors and suppliers

Detail-oriented, reliable, and able to work in a fast-paced operational environment