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Full-time
Maintenance Administrative Assistant Job at Rutongo Mines Ltd
Rutongo Mines Ltd
Job Description
The Maintenance Administrative Assistant provides comprehensive administrative, documentation, and coordination support to the Maintenance Section. The role involves managing records, coordinating internal processes such as leave and training requests, and supporting procurement and contractor logistics. This position ensures that the section's administrative obligations are met accurately and on time, allowing technical teams to focus on operational delivery.
Duties, Roles and Responsibilities
- Maintain a structured digital and physical filing system for all Maintenance Section documents — work orders, job cards, contracts, warranties, manuals, certificates, training records, and policies.
- Ensure version control on key documents and that the latest revisions are accessible to the section.
- Manage retention and archival of historical maintenance records in line with company policy.
- Support audits (internal, external, OEM, regulatory) by retrieving documents and records on request.
- Manage the Maintenance Supervisor's diary: schedule meetings, prepare agendas, take minutes, and follow up on action items.
- Coordinate routine internal processes for maintenance staff: leave applications, training nominations, certification renewals, medical exams, and timesheets.
- Liaise with HR on staff-related administrative matters (onboarding paperwork, transfers, exit processes) for Maintenance Section staff.
- Support the Maintenance Planner with administrative aspects of work order management.
- Initiate, follow up, and track Purchase Requisitions (PRs) and Purchase Orders (POs) raised by the Maintenance Section.
- Liaise with Procurement and Finance to resolve PO queries, expedite approvals, and confirm delivery schedules.
- Maintain a tracker of open POs, expected delivery dates, and receipts; flag delays to the Maintenance Supervisor.
- Process supplier invoices for review and approval by the Maintenance Supervisor.
- Coordinate logistics for contractors and OEM service providers visiting the site including induction scheduling, access permissions, accommodation, and transport where applicable.
- Maintain a register of contractor agreements, scopes of work, and certificates of compliance.
- Support contractor on-boarding paperwork and ensure all required documents are on file before work begins.
- Prepare and circulate meeting agendas, minutes, and action trackers for the Maintenance Section's daily, weekly, and monthly meetings.
- Compile inputs from team leaders and produce drafts of routine section reports for the Maintenance Supervisor's review.
- Manage internal communications within the Maintenance Section (notices, schedules, announcements).
- Maintain and update contact lists, distribution lists, and organisational charts for the section.
- Support the Data Administrator (engineering) with data-entry tasks during peak periods or absences.
- Compile basic administrative reports: leave summaries, training compliance, PO status, contractor presence, and similar.
- Maintain office supplies, stationery, and consumables for the Maintenance Section.
- Support the management of section assets (laptops, phones, printers) — assignments, returns, and basic IT-coordination with the IT team.
- Treat all maintenance, financial, HR, and operational information as confidential and handle in line with company policy.
- Ensure all administrative activities comply with company policies, procedures, and relevant regulations.
- Provide administrative support to the broader Engineering Department when required.
- Perform other duties as required by management, within the scope of the role.
Qualifications, Education and Competencies
See all details of the qualifications, competencies and education for this role under the "How to Apply" section below.
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