Duties & Responsibilities1. 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.2. Documentation & Record-Keeping:
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.3. Inventory Management:
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.4. Budgeting & Cost Control:
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.5. Health & Safety Compliance:
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.6. Communication & Reporting:
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.7. Support for Maintenance Staff:
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.8. Software & Systems Management:
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.9. Customer/Client Interaction
If the role involves client-facing duties, the admin may communicate directly with clients to address concerns or schedule maintenance.
Job RequirementsSkills 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
