Executive Assistant & Operations Office Manager

About the role

ArtWave Engineering is seeking an Executive Assistant & Operations Office Manager to oversee administrative operations, financial coordination, client communication, marketing follow‑up, and internal workflow across engineering and fit‑out projects such as admin offices, clinics, commercial spaces, and hotels. The role supports the CEO and works closely with the MEP Technical Office Engineer and Site Engineer to ensure smooth project execution.

Key responsibilities

• Assist the CEO in overall operations and oversee daily office activities.
• Coordinate tasks and deliverables with technical and site engineers.
• Manage communication with clients, contractors, suppliers, and partners.
• Prepare and organize project documentation, contracts, BOQ files, and reports.
• Follow up with the tax accountant on invoices, payments, tax files, and monthly submissions.
• Track expenses, payments, supplier invoices, and maintain project financial logs.
• Maintain digital and physical filing systems and prepare meeting minutes, follow‑up sheets, and action logs.
• Handle social media communication and coordinate with marketing outsource teams.
• Respond to client inquiries via WhatsApp, email, and social platforms.
• Support procurement follow‑up, supplier coordination, meeting scheduling, site visits, and HR tasks such as interviews and onboarding.

Required profile

• 3–7 years of experience in office management, operations, or executive administration.
• Strong organizational, multitasking, and professional communication skills.
• Ability to manage multiple projects and meet deadlines.
• Experience in engineering, contracting, or real‑estate companies is a strong advantage.
• Basic understanding of financial workflows and tax documentation.
• Independent work style with high professionalism, discipline, and confidentiality.

Required skills

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook

What we offer

• Structured, professional work environment with direct involvement in engineering, fit‑out, and hotel projects.
• Clear growth path as ArtWave expands.
• Competitive salary based on experience and performance.
• Opportunity to build and manage the administrative backbone of the company.