Executive Assistant & Operations Office Manager

ArtWave Engineering is seeking an Executive Assist & Operations Office Manager to manage administrative operations, financial coordination, client communication, marketing follow‑up, and internal workflow across engineering and Fit‑Out projects (admin offices, clinics, commercial spaces, and hotel requirements).

Key Responsibilities

Assist the CEO on overall operations

Oversee daily office operations and ensure structured workflow

Coordinate tasks and deliverables with the MEP Technical Office Engineer and Site Engineer

Manage communication with clients, contractors, suppliers, and partners

Prepare and organize project documentation, contracts, BOQ files, and reports

Follow up with the tax accountant on invoices, payments, tax files, and monthly submissions

Track expenses, payments, supplier invoices, and project financial logs

Maintain digital and physical filing systems (Project Folder Structure)

Prepare Meeting Minutes, follow‑up sheets, and action logs

Manage social media communication and coordinate with marketing outsource teams

Respond to client inquiries across WhatsApp, email, and social platforms

Support procurement follow‑up and supplier coordination when needed

Schedule meetings, site visits, and project timelines

Assist in HR tasks (interviews, onboarding, documentation)

Requirements

3–7 years experience in office management, operations, or executive administration

Strong organizational and multitasking skills

Excellent communication and professional email writing

Ability to manage multiple projects and deadlines

Strong command of Microsoft Office (Excel, Word, Outlook)

Experience in engineering, contracting, or real estate companies is a strong advantage

Basic understanding of financial workflows and tax documentation

Ability to work independently and support a growing technical team

High level of professionalism, discipline, and confidentiality

What We Offer

Structured, professional work environment

Direct involvement in engineering, Fit‑Out, and hotel‑related projects

Clear growth path as ArtWave expands

Competitive salary based on experience and performance

Opportunity to build and manage the administrative backbone of the company