ENGINEERING EXECUTIVE SECRETARY

Job Overview

A role combining both a Contract and Procurement Coordinator and an Engineering Executive Secretary would encompass a diverse set of responsibilities that bridge administrative support with procurement and engineering functions within an organization. This combination could be particularly relevant in industries where technical projects and procurement activities are closely intertwined.

Key Responsibilities

• Supplier Sourcing: Identifying potential suppliers, vendors, or contractors to fulfill procurement needs related to engineering projects.
• Bid Evaluation: Reviewing bids and proposals from suppliers, analyzing cost-effectiveness and alignment with project requirements.
• Contract Negotiation: Negotiating favorable terms and conditions with suppliers or vendors, ensuring compliance with procurement policies.
• Contract Management: Overseeing the lifecycle of contracts, from drafting and execution to amendments and renewals.
• Procurement Processes: Coordinating procurement processes, including purchase requisitions, purchase orders, and invoice processing.
• Compliance: Ensuring all procurement activities adhere to organizational policies, legal regulations, and industry standards.
• Relationship Management: Establishing and maintaining positive relationships with suppliers, fostering partnerships for successful project delivery.
• Data Analysis: Analyzing procurement data to identify cost-saving opportunities, monitor supplier performance, and track procurement metrics.
• Calendar Management: Scheduling and coordinating appointments, meetings, and events for engineering executives or teams.
• Communication Handling: Managing incoming and outgoing communications on behalf of engineering executives, including emails, calls, and correspondence.
• Document Management: Assisting with drafting, editing, and formatting engineering-related documents, reports, and presentations.
• Meeting Coordination: Organizing meetings, preparing agendas, taking minutes, and distributing follow-up actions for engineering-related discussions.
• Technical Support: Assisting with technical documentation, data collection, and research for engineering projects.
• Project Support: Providing administrative support for engineering projects, tracking project timelines, and assisting with project-related tasks.
• Coordination: Collaborating with engineering teams and other departments to ensure efficient communication and project coordination.
• Event Support: Assisting in organizing engineering-related events, workshops, or training sessions.
• Visit project sites and other offices as required to oversee the operations and provide support.
• Perform other duties assigned.

Experience & Educational Requirements

• A bachelor's degree in business administration, engineering, or a related field. Relevant work experience in procurement, contract management, or engineering administration may also be considered.
• Strong organizational and multitasking skills to manage diverse tasks and responsibilities.
• Excellent communication and interpersonal skills to interact with suppliers, vendors, engineering teams, and stakeholders.
• Analytical mindset to interpret procurement and engineering data and metrics for decision-making.
• Proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and relevant engineering software.
• Attention to detail and accuracy in administrative tasks, contract management, and technical documentation.
• Adaptability and flexibility to work in a dynamic and fast-paced environment.
• Problem-solving abilities to address procurement and engineering-related challenges proactively.
• Discretion and professionalism in handling sensitive information.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative