Administrative Assistant

Position: Administrative Assistant – Construction / MEP Experience: 8 Years Industry: Construction / MEP / Engineering Educational Background: Mechanical Engineering Job Summary An experienced Administrative Assistant with 8 years of experience supporting construction and engineering operations, with a strong Mechanical Engineering background and practical knowledge of MEP (Mechanical, Electrical & Plumbing) systems. Experienced in coordinating project documentation, preparing reports, communicating with clients, consultants, contractors and suppliers, and providing administrative and technical support to project and site teams. Able to understand engineering drawings, project specifications, work schedules and MEP-related documentation, while ensuring smooth coordination between office and site operations. Key Responsibilities • Provide day-to-day administrative and technical support to project managers, engineers, supervisors and site teams. • Prepare, maintain and organize project documentation, records, correspondence and reports. • Assist in preparing quotations, tenders, purchase orders, invoices and other project-related documents. • Coordinate with clients, consultants, contractors, suppliers and internal departments regarding project requirements and documentation. • Maintain project trackers for work progress, materials, manpower, submissions, inspections and outstanding actions. • Assist with preparation and submission of Method Statements, Risk Assessments, Inspection & Test Plans (ITP), material submissions and technical documents . • Review documents and drawings to ensure relevant information is properly recorded and distributed to the appropriate teams. • Assist engineers and project managers in coordinating MEP-related activities and site requirements. • Maintain records of Mechanical, Electrical and Plumbing (MEP) works, including installation, inspection, testing and commissioning documentation. • Coordinate site inspection requests, testing schedules, permits and related documentation. • Follow up with contractors and suppliers on material delivery, technical submissions, quotations and outstanding work. • Prepare meeting agendas, minutes of meetings, action lists and follow-up reports. • Monitor project deadlines and follow up with relevant personnel to ensure timely completion of assigned tasks. • Maintain proper filing systems for drawings, specifications, contracts, purchase orders, quotations, reports and correspondence. • Assist in preparing monthly progress reports, project status reports and management summaries. • Support procurement activities by obtaining quotations, comparing supplier offers and coordinating purchase requirements. • Assist with tracking project costs, invoices, purchase orders and payment documentation. • Coordinate manpower records, attendance, site access documentation and other administrative requirements. • Liaise with site teams to collect daily/weekly progress information and update project records. • Support preparation of documents required for client, consultant and authority submissions. • Assist in coordinating testing and commissioning records for MEP systems. • Ensure project documentation is maintained accurately and according to company procedures. • Handle general office administration, correspondence, scheduling, data entry and document control. • Perform any other administrative, coordination and technical support duties assigned by management. MEP / Technical Knowledge • Good understanding of Mechanical, Electrical & Plumbing (MEP) systems within construction projects. • Familiar with mechanical services such as HVAC, ventilation, chilled water systems, pumps and related equipment. • Basic understanding of electrical and plumbing services and their coordination with mechanical works. • Ability to understand and coordinate information from engineering drawings and technical documents. • Familiar with construction work sequences, site coordination and project documentation. • Able to communicate effectively with engineers, technicians, contractors, suppliers and clients regarding technical and administrative matters. Key Skills • Construction and project administration • MEP coordination • Technical documentation • Document control • Project coordination • Quotation and tender preparation • Procurement coordination • Progress tracking and reporting • Client and contractor coordination • Microsoft Office – Word, Excel, PowerPoint and Outlook • Engineering drawing/document interpretation • Strong organizational and follow-up skills • Good written and verbal communication • Ability to work independently and coordinate with multiple teams Qualifications • Diploma / Degree in Mechanical Engineering or related engineering discipline. • Minimum 8 years of relevant experience in construction, engineering, MEP or project administration. • Practical knowledge of MEP systems and construction activities. • Experience working with contractors, consultants, suppliers and project teams is preferred. Professional Profile Experienced Mechanical Engineering professional with 8 years of experience in construction and MEP-related project administration and coordination. Combines strong administrative capabilities with practical engineering knowledge, enabling effective communication between project management, engineering, site teams, contractors, consultants and suppliers. Experienced in project documentation, procurement coordination, progress monitoring, technical submissions, reporting and MEP coordination.