Overview / Responsibilities

Wood is currently recruiting for an Engineering Administrator with extensive experience in the oil and gas petrochemical industry.

  • Provide administrative support to the Director of Engineering and Engineering Section Managers
  • Proactively manage Director of Engineering’s diary to ensure effective time management includes maintaining calendar and scheduling meetings
  • Organize, coordinate, arrange meetings and booking of conference rooms
  • Assist all the engineers in the day to day administrative tasks as and when required
  • Maintains the department confidential records and files
  • Arrange and coordinate with People & Organisation (P&O) and Engineering Managers on the recruitment process
  • Liaising with colleagues and external contact for visa and travel arrangements
  • Arrange and coordinate training/workshop arrangements and maintain the records
  • Point of contact for desk allocation; coordinator of desk moves in the Engineering common area
  • Sorting and distributing incoming mails, compile documents for the Director of Engineering for approval
  • Monitor, maintain and order office supplies
  • Arrange and coordinate for staff attending Safety Orientation Course (SOC) when required
  • Arrange site visits for Section Managers (SMs) and ensure Jurong Island passes are valid
  • Prepare, maintain and update Engineering CVs, Engineering MPP and MPP monthly report
  • Maintain Engineering Library and purchase codes and standards if required
  • Maintain Engineering job descriptions
  • Maintain and update Competence Matrix & Authorized Engineers List
  • Prepare Management System Revision and Approval forms and coordinate with the Section Managers and Quality Manager on the documents that need to be published in the intranet
  • Prepare Inter-Entity Transaction Request for Affiliate Forms to be submitted to Commercial Dept whenever there is a service or secondment request
  • Prepare and maintain Jurong Island passes return form to be submitted to JTC for cancellation of passes
  • Maintain new employee inductions records
  • Weekly timesheet management for Engineering Disciplines includes Non Projects, Non Productive Time (NPT) & staff on overseas assignments
  • Verification of daily hours and clocking anomalies, e-leave application against absence indicated on timesheets, weekly closure/posting of all timesheets on due date for P&O global closure includes timesheets rectification of manhours posted
  • Weekly compilation of Department NPT/Training hours to Director of Engineering / Engineering Manager
  • Update of e-leave Access Setup
  • Compilation of monthly headcount of Engineering Department
  • Assist requests from PMs/SMs for accumulated year to date manhours
  • Keeping records of monthly authorization forms
  • Prepare CVs specific to proposal
  • Distribution of ITB documents, compilation of Proposal write-up and Proposal filing
  • Arrange Engineering Internal Project Review Meetings and Technical Integrity Reviews
  • Manage technical audit schedule, follow-up and filing the record
  • Department project document archival includes maintain Contract/Proposal Briefs in Department Folder
  • Any other duties as assigned

Skills / Qualifications

  • Degree (or) Diploma (or) ITE with at least 5 years of relevant experience in Oil & Gas industry and in administrative or secretarial support
  • Proficient in MS Office Suite (Outlook, Excel, Word, Powerpoint, Teams)
  • Excellent interpersonal, verbal and written communication skills
  • Ability to prioritise tasks and work under pressure
  • Flexible and adaptable to changing workloads
  • Strong organization skills