Asset Management Coordinator
We are looking for a *detail-oriented, organized and efficient Asset Management Coordinator* to support the day-to-day administrative and coordination functions of our construction machinery fleet.
The role involves coordinating *machinery rental and repair billing, spare parts sourcing, supplier quotations, maintenance administration and inspection arrangements with Professional Engineers (PEs)*. The successful candidate should be comfortable handling multiple tasks, following up with different parties and ensuring that documentation and billing are accurate and completed promptly.
Key Responsibilities
1. Repair& Maintenance Administration
- Prepare and process billing for machinery repairs, maintenance and related services.
- Coordinate with mechanics and relevant departments to obtain repair details, job information and supporting documents.
- Source spare parts and repair-related materials from suppliers.
- Contact suppliers to check availability, pricing and lead times.
- Request and compare supplier quotations.
- Follow up with suppliers on orders, deliveries and outstanding matters.
- Maintain accurate records of repair, maintenance and spare parts transactions.
2.Machinery Rental Administration
- Prepare and process billing for machinery rental.
- Maintain accurate rental records, including machine deployment, rental periods and relevant supporting documentation.
- Coordinate with internal teams and customers regarding rental-related administrative matters.
- Follow upon outstanding rental documents and billing information.
3. PE Inspection & Compliance Coordination
- Coordinate with Professional Engineers (PEs) to arrange inspections andcertifications for machinery.
- Schedule inspections and ensure machines are made available at the required time.
- Follow upon inspection reports, certificates and outstanding documentation.
- Maintain proper records of machinery inspection and certification status.
- Monitor upcoming inspection and certification expiry dates and coordinate renewals where required.
4. Asset Administration
- Maintain accurate and up-to-date records for construction machinery, including repair, maintenance, rental and inspection information.
- Ensure all relevant documents are properly filed and easily retrievable.
- Update asset records and internal systems promptly.
- Assist the Asset Department with general administrative and coordination duties.
- Support the team in improving the accuracy and efficiency of asset-related administrative processes.
- Perform any other administrative tasks as assigned.
Requirements
- Minimum*1–2 years of experience in administration, coordination, billing or a related role*.
- Experience in the *construction, machinery, engineering or equipment rental industry* will be an advantage.
- Good administrative and organizational skills.
- *Strong attention to detail* and accuracy when handling billing, quotations and records.
- Able to manage multiple tasks and prioritize work effectively.
- **Efficient, proactive and responsible* with good follow-up skills.
- Comfortable communicating with suppliers, customers, mechanics, engineers and internal departments.
- Good written and verbal communication skills.
- Proficient in Microsoft Office, particularly Excel and Word.
- Able to work independently as well as part of a team.
Key Personal Attributes
We are looking for someone who is:
**Organized and systematic* **Detail-oriented and accurate*
- *Fast and efficient*
**Proactive in following up* **Responsible and dependable*
- *Good at coordinating with different parties*
- *Able to work under pressure and meet deadlines*
- Willing to learn and understand construction machinery and asset-related processes
Key Performance Areas
The successful candidate will be expected to ensure:
- Accurate and timely *repair, maintenance and rental billing*
- Timely sourcing and quotation of *spare parts*
- Effective supplier follow-up and coordination
- Timely arrangement of *PE inspections and certifications*
- Accurate and up-to-date machinery records
- Proper documentation and filing
- Efficient handling of day-to-day Asset Department administrative matters