Administrative Assistant

Overview

WeareseekingahighlyorganisedandproactiveAdministrativeAssistanttosupportourAftermarketProjectManagementTeamwithinaleadingengineeringandtechnology-drivenorganisation.Thisroleiscriticalinensuringsmoothprojectexecution,effectivecommunication,andoperationalefficiencyacrosstheteam.Theidealcandidatewillbedetail-oriented,comfortableworkinginafast-pacedtechnicalenvironment,andabletocoordinatemultipleprioritieswithprofessionalismandaccuracy.

KeyResponsibilities

Administrative&TeamSupport

• ProvidedailyadministrativesupporttotheAftermarketProjectManagersandwiderengineeringteam.
• Preparemeetingagendas,takeminutes,andtrackfollow-upactions.
• Supportinternalandsubcontractorcostbooking.

ProjectCoordination

• Assistwithmaintainingprojectdocumentation,includingschedules,trackers,billsofmaterials,changelogs,andtechnicalrecords.
• Supportthecreation,formatting,anddistributionofprojectreports,statusupdates,andcustomer-facingdocumentation.
• Helptrackprojectmilestones,deadlines,anddeliverables,ensuringinformationisuptodate.
• Coordinateproject-relatedlogistics,suchastravelarrangements,sitevisits,andsupplier/customermeetings.

DataManagement&Reporting

• Maintainorganisedfilingsystemsforprojectcorrespondence,technicaldrawings,contracts,andotherdocumentation.
• Updatedatabases,ERPsystems,andprojectmanagementtoolswithrelevantprojectdata.
• Producedashboards,KPIs,andperformancereportsasrequestedbytheProjectManagementTeam.

Aftermarket-SpecificSupport

• Assistwithprocessingaftermarketorders,quotations,andservicerequests.
• LiaisewithinternaldepartmentsEngineering,Procurement,Finance,Logistics,andServicetosupportaftermarketprojectactivities.
• Trackshipmentschedules,partsavailability,andserviceresourceplanning.
• Supportwarrantydocumentationhandling,commissioningpaperwork,andclose-outpackages.

Communication&StakeholderLiaison

• Serveasacentralpointofcontactforinternalteams,suppliers,andcustomersforadministrativeandproject-relatedqueries.
• Facilitateclearcommunicationofprojectupdatesanddocumentationbetweendepartments.
• Supportcustomercommunicationbypreparingpolisheddocuments,presentations,andfollow-upsummaries.

Skills&Qualifications

Essential

• Provenexperienceinanadministrativeorcoordinationrole,ideallywithinengineering,manufacturing,ortechnicalenvironments.
• Strongorganisationalskillswiththeabilitytomanagemultipleprioritiessimultaneously.
• Excellentwrittenandverbalcommunicationskills.
• ProficiencywithMicrosoft365(Outlook,Excel,Word,PowerPoint,Teams).
• Abilitytoworkwithtechnicaldocumentationandstructuredprocesses.
• Highattentiontodetailandcommitmenttoaccuracy.

Desirable

• ExperiencesupportingprojectteamsorworkingwithinaPMOenvironment.
• FamiliaritywithERPorprojectmanagementtools(e.g.,SAP,Oracle,Dynamics,MSProject).
• Basicunderstandingofengineeringterminologyorproductlifecycleprocesses.
• Experiencewithaftermarket,serviceoperations,orsparepartscoordination.

: Administrative Assistant