Secretary

Job Description We are currently seeking an enthusiastic and organized individual with excellent communication and administrative skills to join our Engineering Department as a Secretary. As a Secretary, you will provide administrative and secretarial support to ensure the smooth day-to-day operation of the Engineering Department. Your responsibilities will include: * Manage incoming correspondence, telephone calls, and departmental enquiries. * Prepare letters, emails, reports, and other departmental documents. * Maintain filing systems, records, calendars, and meeting schedules. * Coordinate and monitor planned preventive maintenance (PPM) activities through the maintenance management system (Message Box). * Follow up on monthly and quarterly maintenance schedules with contractors and external service providers, ensuring timely submission of maintenance reports. * Monitor daily attendance, work schedules, and monthly timesheet submissions. * Prepare monthly utilities consumption reports and related data analysis. * Raise daily purchase requests, follow up on deliveries, and ensure timely submission of supporting documents to Finance. * Arrange departmental meetings, prepare agendas, and take minutes when required. * Develop the monthly on-the-job training (OJT) calendar and coordinate training activities for Engineering team members. * Coordinate with other hotel departments and perform additional duties as assigned. Requirements Education / Qualifications & Experience * A college diploma in Secretarial Studies or a related field is preferred. * Previous experience in a secretarial or administrative role is required; experience within an Engineering Department is an advantage. * Fluency in written and spoken English. * Good computer skills, with accurate typing speed of 60 words per minute preferred. * Ability to take meeting minutes and prepare clear records of discussions and decisions. * Basic knowledge of engineering operations and maintenance terminology is an advantage. Key competencies include: * Understanding Hotel Operations * Teamwork * Planning and Organization * Understanding Differences * Customer Focus * Adaptability * Effective Communication * Attention to Detail * Drive for Results * Confidentiality and Professionalism