Maintenance Admin Coordinator

Wipro Unza Malaysia; Subang Jaya; On-site; MYR 36,000 - 60,000; Full time

Job summary

Wipro Unza Malaysia is seeking a Maintenance Coordinator to provide administrative and clerical support to the Engineering and Maintenance Department in Subang Jaya. You will help maintain records, coordinate documentation, and assist procurement and inventory activities to keep departments running efficiently.

The role requires strong MS Office skills, data entry accuracy, and the ability to manage multiple tasks with deadlines.

Qualifications

• Certificate or Diploma in Business Administration, Office Management, Engineering Administration, or a related field.
• 1–3 years of clerical or administrative experience, preferably in manufacturing or engineering environment.
• Experience with CMMS, ERP, or document management systems is an advantage.

Responsibilities

• Provide administrative support to the Engineering Department.
• Prepare correspondence, reports, meeting minutes, and presentations.
• Schedule meetings and maintain departmental calendars.
• Maintain confidential engineering records and files.
• Maintain engineering documents, manuals, SOPs, work instructions, and drawings.
• Maintain records of engineering spare parts inventory and update inventory transactions.
• Prepare purchase requisitions for spare parts and consumables.
• Track purchase orders and delivery schedules.
• Assist in maintaining statutory inspection records and calibration schedules.
• Prepare engineering KPI reports and monthly performance summaries.
• Filing and document archiving; office supply management; courier coordination.

Skills

Microsoft Office

Data entry

Document control

Record management

Time management

Communication skills

Education

Diploma/Certificate in Business Administration

Engineering Administration background

Tools

CMMS

ERP systems

Job description

The Maintenance Coordinator is responsible for providing administrative and clerical support to the Engineering and Maintenance Department. The role includes maintaining engineering records, processing work orders, coordinating documentation, managing spare parts records, supporting procurement activities, and ensuring accurate filing of maintenance and engineering documents. Also plays an important role in ensuring efficient departmental operations and compliance with company procedures.

Key Responsibilities

A. Administrative Support

• Provide administrative support to the Engineering Department.
• Prepare correspondence, reports, meeting minutes, and presentations.
• Schedule meetings and maintain departmental calendars.
• Manage incoming and outgoing departmental communications.
• Maintain confidential engineering records and files.

B. Documentation Control

• Maintain engineering documents, manuals, SOPs, work instructions, and drawings.
• Ensure all engineering documentation is current and properly archived.
• Control document revisions and distribution.
• Organize equipment manuals, certificates, and calibration records.

C. Spare Parts & Inventory Support

• Maintain records of engineering spare parts inventory.
• Update inventory transactions in the system.
• Prepare purchase requisitions for spare parts and consumables.
• Maintain supplier quotations and purchase records.

D. Procurement Coordination

• Request quotations from approved suppliers.
• Track purchase orders and delivery schedules.
• Verify delivery documents against purchase requests.
• Maintain vendor contact information and supplier documentation.

E. Compliance Support

• Assist in maintaining statutory inspection records.
• Maintain calibration schedules and certificates.
• Support internal, customer, and regulatory audits.
• Ensure engineering documentation complies with GMP, ISO, and company requirements.

F. Data Management

• Prepare engineering KPI reports.
• Update equipment registers and asset lists.
• Maintain maintenance cost records.
• Compile monthly engineering performance reports.
• Generate spreadsheets and summaries for management review.

G. General Office Duties

• Filing and document archiving.
• Photocopying, scanning, and document distribution.
• Office supply management for the Engineering Department.
• Coordinate courier services and document deliveries.

Who are we looking for?

• Certificate or Diploma in Business Administration, Office Management, Engineering Administration, or a related field.
• 1–3 years of clerical or administrative experience, preferably in a manufacturing or engineering environment.
• Experience with CMMS, ERP, or document management systems is an advantage.

What skills are we looking for?

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong data entry and record management skills.
• Knowledge of document control, filing management, report preparation and data compilation.
• Basic knowledge of office administration practices.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• High attention to detail and accuracy.
• Ability to manage multiple tasks and meet deadlines.
• Strong problem-solving and analytical skills.