Job Description

Duties & Responsibilities

1. Scheduling & Coordination:

• Organizing and coordinating maintenance schedules for both preventive and corrective tasks.
• Ensuring that maintenance activities are carried out on time, avoiding disruptions to daily operations.
• Booking and managing appointments for external contractors or repair services.

• Maintaining accurate records of all maintenance activities, including repairs, replacements, and inspections.
• Tracking service history for assets and equipment to ensure proper maintenance intervals.
• Filing work orders, reports, and other documentation required for audits and compliance.

• Keeping track of spare parts, tools, and materials required for maintenance tasks.
• Ordering and maintaining inventory to ensure parts are available when needed for repairs or replacements.
• Coordinating with suppliers for the procurement of necessary items.

• Monitoring maintenance expenses and ensuring that work stays within budget.
• Assisting in budget planning by identifying recurring costs for maintenance activities.
• Helping track invoices and processing payments for maintenance services.

• Ensuring that maintenance activities comply with health, safety, and environmental regulations.
• Coordinating safety checks, inspections, and hazard assessments.
• Helping maintain a safe and functional environment by addressing safety concerns.

• Serving as a liaison between maintenance teams, management, and other departments.
• Communicating maintenance issues, status updates, and completed tasks to the relevant stakeholders.
• Preparing regular maintenance reports and performance updates.

• Assisting maintenance technicians with paperwork and scheduling.
• Helping troubleshoot maintenance issues or escalate problems to higher authorities.
• Coordinating with HR or payroll to ensure proper staffing and shift coverage.

• Using Computerized Maintenance Management Systems (CMMS) or similar software to track maintenance schedules, work orders, and assets.
• Updating and managing the system to ensure accurate data is available for reporting and decision-making.

• If the role involves client-facing duties, the admin may communicate directly with clients to address concerns or schedule maintenance.

Job Requirements

Job Requirements

• Skills Required:
• Strong organizational skills.
• Good communication and interpersonal skills.
• Proficiency in using office software (e.g., MS Office) and maintenance management systems (e.g., CMMS).
• Attention to detail and ability to manage multiple tasks at once.
• Basic knowledge of maintenance processes or technical systems