Engineering Administrative Supervisor - Grand Mercure Khao Lak Bangsak

Grand Mercure Khao Lak Bangsak provides a haven of elegance and comfort.
Discover welcoming hospitality as you take advantage of all this Thai-style contemporary beachfront hotel has going for it. From the secluded bays across Andaman sea views or down; right close access within minutes by boat ride away! Delight in our personalized service and knowledgeable staff as we ensure your stay at Grand Mercure Khao Lak Bangsak.

Indulge in luxury in one of the 195 stylish modern rooms or suites. Gaze out at the Khao Lak resort from your room’s private balcony or wander through the gardens to our facilities. Feel the tranquillity from the uniquely-designed canal meandering through Grand Mercure Khao Lak Bangsak, a nod to Thailand’s riverside villages.

Job Summary:

The Engineering Administrative Supervisor is responsible for providing comprehensive administrative and operational support to the engineering department. This role involves managing administrative staff, streamlining departmental processes, coordinating projects, and ensuring the smooth day-to-day functioning of the engineering team. The supervisor acts as a central point of contact for administrative matters, facilitating communication and efficiency within the department and with other departments.

Key Responsibilities:

1. Administrative and Operational Management: * Oversee and manage the administrative functions of the engineering department. * Develop, implement, and maintain efficient administrative procedures and systems. * Manage department calendars, schedule meetings, appointments, and travel arrangements for engineering staff. * Prepare and distribute agendas, take minutes, and track action items for departmental meetings. * Handle correspondence, reports, presentations, and other documents, ensuring accuracy and proper formatting. * Maintain organized filing systems (physical and digital) for technical documents, project files, and administrative records. * Manage office supplies inventory and procurement for the engineering department.

2. Staff Supervision and Development: * Supervise, train, and mentor administrative staff within the engineering department. * Delegate tasks and responsibilities to administrative support personnel. * Conduct performance reviews and provide constructive feedback to direct reports. * Foster a positive and collaborative working environment.

3. Project Coordination and Support: * Assist engineers and project managers with project-related administrative tasks, such as creating project files, tracking deadlines, and managing documentation. * Coordinate with external vendors, contractors, and suppliers for engineering projects, including scheduling, documentation, and follow-up. * Help prepare and track project budgets and expenses. * Facilitate communication between project teams and other departments.

4. Data Management and Reporting: * Collect, compile, and analyze data related to departmental performance, project progress, and resource utilization. * Generate regular and ad-hoc reports for management, highlighting key metrics and trends. * Maintain and update departmental databases and information systems.

5. Budget and Procurement Support: * Assist in the preparation and monitoring of the departmental budget. * Process invoices, expense reports, and purchase requisitions. * Liaise with the finance department regarding budgetary matters.

6. Communication and Liaison: * Serve as a primary point of contact for internal and external inquiries directed to the engineering department. * Facilitate effective communication channels within the department and with other departments (e.g., HR, Finance, Operations). * Coordinate onboarding logistics for new engineering hires.

7. Quality Assurance and Compliance: * Ensure all administrative processes comply with company policies and relevant industry standards. * Assist in maintaining documentation for audits and regulatory requirements.

Required Skills and Qualifications:

• Language & Communication Skills

  • Thai: Fluent in speaking and writing

  • English: Working proficiency

• Education: Bachelor's degree in Business Administration, Office Management, or a related field; equivalent experience may be considered.
• Experience:
  • 3-5 years of experience in an administrative role, preferably within an engineering, manufacturing, or technical environment.
  • 1-2 years of experience in a supervisory or team lead role.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
  • Familiarity with project management software (e.g., JIRA, Asana, Microsoft Project) and/or Enterprise Resource Planning (ERP) systems is a plus.
  • Ability to learn and adapt to new software and technologies quickly.
• Administrative Skills:
  • Exceptional organizational and time management skills.
  • Strong attention to detail and accuracy.
  • Proven ability to multitask and prioritize effectively in a fast-paced environment.
• Interpersonal Skills:
  • Excellent written and verbal communication skills.
  • Strong leadership and team-building abilities.
  • Ability to interact professionally with all levels of staff and external stakeholders.
  • Problem-solving and decision-making capabilities.
  • Discretion and ability to handle confidential information.

Physical Requirements:

• Ability to sit for extended periods.
• Ability to use a computer and common office equipment.
• Occasional lifting of office supplies or documents up to 20 pounds may be required.

Work Environment:

• Primarily an office-based environment.
• May involve occasional interaction with engineering labs, production floors, or construction sites depending on the industry.

• Adaptability - Ability to effectively adjust to major changes in work tasks or the work environment.
• Aligning Performance for Success - Skilled at focusing and guiding others in accomplishing work objectives.
• Building a Successful Team - Skilled at building a cohesive team and facilitating goal accomplishment.
• Building Trust - Ability to interact with others in an honest, fair and respectful way; giving others confidence in one's intentions and those of the organization.
• Communication - Skilled at clearly conveying information and ideas through a variety of media; engaging the audience and helping them understand and retain the message.
• Customer Focus - Ability to develop and sustain productive customer relationships; actively seeking information to understand and address customers' needs.
• High Work Standards - Sets high standards of performance for self and others; assumes responsibility and accountability for successfully completing assignments or tasks.
• Planning and Organizing - Skilled at establishing courses of action for self and others to ensure work is completed efficiently.
• Problem Solving / Decision Making - Ability to identify and understand issues, problems, and opportunities; using effective approaches for choosing a course of action or developing solutions.