Provides technical and administrative support to Maintenance Department by managing documents, reports, drawings, and records. Ensures proper document control, accurate record keeping, and timely coordination of project-related information.
Primary Duties and Responsibilities
Technical Function
- Assist Maintenance Manager in preparing technical reports, presentations, and project documentation.
- Assist Maintenance Manager in conducting regular site inspections to monitor repair progress, quality of work, and compliance with approved work methodologies.
- Assist and support the Maintenance Manager in the planning, coordination, implementation, and monitoring of road maintenance and rehabilitation works.
- Document site conditions through inspection reports, photographs, and field notes.
- Assist in the preparation of technical reports, weekly reports, and project presentations.
- Develops, updates, and maintains shop drawings and as-built drawings based on approved plans and actual site conditions.
- Monitor monthly utility usage trends and identify unusual increases or variances.
Document Control Functions
- Responsible for managing all company documents while also ensuring their accuracy, quality and integrity (e.g. manuals, operational procedures).
- Responsible for coordinating with all departments of the company in order to assure that all documents are kept in the right place and in the right department file archive.
- Design, edit and control of all MCX official forms.
- Keeps track of all company records by looking through both hard files and computer database files on a regular basis.
- Provides general administrative support to Maintenance Manager.
- Ensures that the company’s standard operating procedures in submissions of documents is effectively followed.
- Drafting and sending standard letters on behalf of the Maintenance Manager.
- Work permit application coordination for approving signatories.
- Filing and archiving of Traffic Control’s important related records (including Incident Reports, Work Order, etc )
- Compiles and record electronic copy and hard copy (if available) of important business-related letters, received and transmitted.
- Compiles and control MCX related forms and procedures.
- Monitoring the status of Maintenance Department’s Purchase Requisitions.
- CD burning of all government reports.
- Printing, laminating and issuance of temporary company IDs and Facilities Pass.
- In the absence of Senior Administrative Officer, attends to the urgent duties that may arise.
- Performs other administrative duties that may be assigned.
To Maintenance Manager
- Preparation and consolidation of reports (Weekly KPI & O&M, Monthly DPWH and Safety TRB Reports).
- Filing incoming and outgoing documents / mail (if applicable) for the Maintenance Manager.
To Operations Adviser
- In the absence of the Senior Administrative Officer, acts as replacement to assist Operations Adviser.
To Operations Manager
- Accommodate some requests of OM in office works (e.g. scanning, filing of transmitted documents)
