R&M and Projects Administrative Coordinator

Job Summary

Provide administrative and coordination support to the R&M and Projects Department to ensure the smooth and timely completion of daily operational, maintenance and project-related activities.

Key Responsibilities

• Provide daily administrative support to the R&M and Projects Department, including document preparation, filing, record keeping and data updates.
• Process payment requests, invoices and related supporting documents, ensuring timely submission and proper documentation.
• Coordinate Permit-to-Work (PTW) applications and related documentation with relevant departments and contractors.
• Assist with the purchase of overseas equipment and spare parts, including quotation comparison, order coordination, shipment follow-up and documentation.
• Maintain and monitor inventory records for equipment, spare parts and maintenance-related items.
• Schedule and coordinate regular contract services, preventive maintenance and repair works with internal teams and external contractors.
• Liaise with maintenance vendors and service providers on service schedules, quotations, work completion and follow-up matters.
• Assist in monitoring maintenance contracts, service agreements and renewal dates to ensure timely follow-up.
• Assist with applications, renewals and maintenance of relevant licences, permits and statutory documents.
• Maintain proper records of maintenance activities, equipment information, licences, contracts and other related documents.
• Coordinate with internal departments, outlets, contractors and vendors to facilitate maintenance and project-related works.
• Assist the department in tracking outstanding maintenance issues, projects and follow-up actions.
• Perform other administrative and coordination duties as assigned by the R&M and Projects Department.