Engineering Administrator

Overview / Responsibilities:
Wood is currently seeking an Engineering Admnistrator to join our team.

Responsibilities & Duties:
Engineering Administration
- Provide administrative support to the Director of Engineering and Engineering Section Managers
- Proactively manage Director of Engineering’s diary to ensure effective time management. This 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 HR 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’s signature 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

Engineering Management
- Prepare, maintain and update Engineering CVs
- Update and maintain Engineering MPP periodically
- Prepare 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

Timesheet Management [Non Projects, Non Productive Time (NPT) & Staff on Overseas Assignments]
- Management of weekly timesheets for Engineering Disciplines
- Input of manhours from manual timesheets received from staff on overseas assignment
- Verification of daily hours and clocking anomalies, weekly closure/posting of all timesheets on due date for HR global closure
- Weekly Compilation of Department NPT/Training hours to Director of Engineering / Engineering Manager
- Update of e-leave Access Setup
- Timesheets rectification of manhours posted
- Compilation of monthly headcount of Engineering Department
- Assist requests from PMs/SMs for accumulated year to date manhours
- Keeping records of monthly authorization forms

Proposal / Project Related
- Prepare CVs specific to proposal
- Distribution of ITB documents
- Compilation of Proposal write-up
- Proposal filing / prepare standard divider
- Arrange Engineering Internal Project Review Meetings
- Arrange Technical Integrity Reviews
- Manage technical audit schedule, follow-up and filing the record
- Project filing / prepare standard divider
- Department Project Document Archival
- Maintain Contract/Proposal Briefs in Department Folder

Skills / Qualifications:

- Degree (or) Diploma (or) ITE with at least 5 years of relevant experience in Oil & Gas Industry.
- Good communication skills
- Excellent organisational and administration skills

Company Overview:
Diversity Statement:
We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.