Administration Assistant Engineering

Mandarin Oriental Jakarta is looking for a Administration Assistant Engineering to join our Engineering team.

Are you a master of craft? Do you thrive in a team that succeeds together, demonstrating integrity and respect while acting responsibly? Do you embrace a growth mindset? We invite you to become a fan of the exceptional. 

Mandarin Oriental is the award-winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world, with a strong development pipeline. Increasingly recognised for creating some of the world’s most sought-after properties, the Group provides legendary service inspired by Asian heritage whilst representing the very cutting-edge of luxury experiences.

After completion of an extensive renovation, Mandarin Oriental, Jakarta, will emerge fully rejuvenated to reclaim its status as the city’s premier address for both business and leisure. Mandarin Oriental, Jakarta will be positioned as Jakarta’s most luxurious and contemporary hotel, offering exemplary personalized service in well-appointed surroundings. Mandarin Oriental, Jakarta is operated and owned by the Mandarin Oriental Hotel Group.

About the job

Based Mandarin Oriental Jakarta, the Administration Assistant Engineering is responsible for but not limited to, managing documentation, supporting operational activities, coordinating with vendors and internal teams, and preparing reports to ensure smooth and efficient engineering operations. This role plays a key part in providing reliable administrative support that enables the engineering team to focus on technical performance, while ensuring compliance, efficiency, and collaboration that align with our values. The Administration Assistant Engineering reports to the Chief Engineer.

As Administration Assistant Engineering, you will be responsible for the following duties:

1. Document Administration

• Organize, archive, and manage all engineering documents (SOPs, reports, drawings, vendor contracts, correspondence).
• Prepare work request letters and supporting documents for operational needs.
• Create monthly engineering reports related to utility usage and completed tasks.

2. Engineering Operational Support

• Assist in coordinating preventive and corrective maintenance schedules.
• Create and monitor work orders (WO) and ensure follow-up actions by the technician team.
• Input technicians’ work results into the system (CMMS/Excel/Internal software).

3. Coordination with Vendors & Internal Departments

• Arrange vendor work schedules and prepare administrative requirements for contracts and invoices.
• Maintain communication with other departments regarding facility repair requests.

4. Data & Reporting Management

• Assist in monitoring and preparing certification requirements for the engineering team to remain qualified in their duties.
• Prepare engineering team schedules and shift arrangements to ensure smooth operations.

5. Compliance & Licensing Administration

• Monitor hotel permits and licenses, including employee licenses, to ensure validity and compliance.
• Maintain and document all received data and records for audit purposes.

As Administration Assistant Engineering, we expect from you:

Educational Background 

Minimum education: High School (preferably Diploma/bachelor’s degree in administration/management/engineering).

Experience 

Minimum of 1 year experience in administration, preferably in engineering/technical departments.  

Skills & Competencies 

• Administrative Skills – document management, filing, archiving, and reporting.
• Communication Skills – able to coordinate effectively with internal teams, vendors, and external parties.
• Organization & Time Management – capable of handling multiple tasks, scheduling, and prioritizing work.
• Attention to Detail – accuracy in data entry, reporting, and documentation.
• Problem-Solving – able to provide quick administrative solutions to support engineering operations.
• Teamwork & Collaboration – supportive role within the engineering team and cross-departments.
• Adaptability & Flexibility – comfortable working under pressure and adjusting to changing priorities.

Our commitment to you

• Learning & Development. Your success is our success. We craft unique learning and development programmes for various stages in your career so that you grow, continuously.
• MOstay. When you work as hard as our colleagues do, it’s important to take time off. As a member of the #MOfamily, you can stay with us wherever you go in the world. The MOstay programme offers complimentary nights and additionally attractive rates on rooms for you and your loved ones.
• Heath & Colleague Wellness. Finding the right work-life balance is important. Your wellbeing matters to us. A variety of health benefits and wellness programmes are offered to all our colleagues, globally.
• Retirement Plans. When you show commitment to us, we reciprocate. We offer different retirement plans depending on the length of your service and your role.
• Health Insurance. Supporting your health is part of supporting your success. Comprehensive health coverage is provided to support your wellbeing and your family.
• Duty Meals. Good food fuels great work. Enjoy daily meals prepared fresh by our MO Makan - Colleague Restaurant Kitchen.

We’re Fans. Are you?