Department Coordinator & Executive Secretary

About the role

We are looking for a proactive Department Coordinator and Executive Secretary to support the General Manager of the Engineering Department. The successful candidate will ensure smooth administrative operations and act as the main point of contact between the department and internal and external stakeholders.

Key responsibilities

• Manage all correspondence, maintain filing systems and safeguard confidential records.
• Organise meetings, prepare agendas, record minutes and distribute them promptly.
• Serve as the communication link between the Engineering Department and other business units, clients and suppliers.
• Track departmental deadlines, monitor requests and follow up on action items to ensure timely completion.
• Prepare reports, presentations and other departmental documents as required.
• Provide comprehensive administrative support, including travel arrangements, office supplies management and record‑keeping.
• Assist with cross‑functional coordination to facilitate efficient department workflow.

Required profile

• Bachelor’s degree in Business Administration, Office Administration, Secretarial Studies or a related field.
• Minimum of 5 years of relevant experience in a similar administrative or coordination role.
• Strong written and verbal communication skills with the ability to multitask.
• Experience in engineering, construction, MEP or facility management environments is preferred.
• Knowledge of sales coordination or after‑sales operations is an advantage.

Required skills

• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).