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Duties & Responsibilities2. Documentation & Record-Keeping:3. Inventory Management:4. Budgeting & Cost Control:5. Health & Safety Compliance:6. Communication & Reporting:7. Support for Maintenance Staff:8. Software & Systems Management:9. Customer/Client Interaction
- 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
- 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
