Maintenance Administrative Assistant

Job Description

The Maintenance Administrative Assistant provides comprehensive administrative, documentation, and coordination support to the Maintenance Section. The role manages records and filing, coordinates routine internal processes (leave, training requests, PO follow-up, contractor logistics), supports meetings and reporting, and ensures that the section's administrative obligations are met accurately and on time. The position frees up the Maintenance Supervisor and the technical teams to focus on operational delivery.

Key Responsibilities

• Documentation and Records Management:
  • 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.
• Administrative Coordination:
  • 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.
• Procurement and Purchase Order Support:
  • 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.
• Contractor and Visitor Coordination:
  • 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.
• Meetings, Reporting, and Communication:
  • 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.
• Data Entry and Basic Reporting Support:
  • 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.
• Office and Asset Management:
  • 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.
• Compliance and Confidentiality:
  • 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.
• Ad-hoc Duties:
  • Provide administrative support to the broader Engineering Department when required.
  • Perform other duties as required by management, within the scope of the role.

Job Requirements

Education and Certification

• A minimum of A1 Advanced Diploma in Office Administration, Business Administration, Secretarial Studies, or a related field.
• Certification in office management, Microsoft Office, or similar is a plus.

Experience

• Minimum of 3 years of experience in an administrative, secretarial, or office-coordination role.
• Prior experience in a mining, manufacturing, or industrial environment is preferred.
• Experience supporting a technical or operational team is an advantage.

Technical Skills

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Comfortable with digital filing systems, document management tools, and basic ERP / procurement systems.
• Strong typing speed and accuracy.
• Good written and verbal communication skills in English; Kinyarwanda fluency required; French is an advantage.

Soft Skills

• Highly organised with exceptional attention to detail.
• Discretion and reliability when handling confidential information.
• Strong interpersonal skills and a service-oriented mindset.
• Ability to manage multiple priorities and meet deadlines under pressure.

Physical Requirements

• Primarily an office-based role; occasional site visits required.

Other

• Willing to work occasional overtime to support reporting cycles or major events.
• Commitment to ongoing professional development in administration and office practice.

How to Apply

recruitment.rmines@trinity-metals.com for Human Resources Office indicating the position you are applying for and addressed to the General Manager of Rutongo Mines Ltd.

A Motivation letter addressed to the General Manager explaining your suitability for the position.

A Curriculum vitae is a maximum of 3 pages with 3 referee names.

A copy of education and training certificates/diplomas/degrees

A copy of relevant work certificates.

A copy of ID