Belouis Maintenance is currently looking to employ a reliable experienced and qualified Maintenance Office administrator to be an integral part of our administration and trade support team for our fast-growing Maintenance business.
As the Maintenance Office Administrator, you will be responsible for overall administration of all maintenance repairs, installations, works and database management of client activities and compliance information.
If you have proven experience in a maintenance administration and or previous administrative role, with excellent organisational and leadership qualities, then we encourage you to apply today. Our ideal candidate will be able to demonstrate a good understanding of maintenance administration and office support works, planning and general management skills as well as written and verbal communication skills with a focus on excellent customer service with a can-do attitude
Key Areas of Responsibilities:
* Provide daily administration support to the Trades Maintenance Team Leader and the Trades team
* Database management for numerous systems and ensure data entry and record keeping is input, maintained and reported
* Administration of key maintenance documentation including SOP’s, SWMS, and other trade related compliance documents.
* Generating trade relations and receiving purchase orders for works
* Processing of Work orders, schedule site visits and tasks from the maintenance system for action
* Assisting Operations Manager in Preparing job plans, schedules of trades work and allocate jobs to completion.
* Produce weekly and monthly forecast reports and plans.
* Track expenses and work directly with accounts team to reconcile job costs·
* Document and prepare daily progress reports and maintenance logs.
* Oversee equipment stock and place orders for new supplies when necessary.
* Reviewing daily, weekly, and monthly job orders to determine work priorities.
* Email/inbox management
* Provide administrative assistance on all maintenance for building compliance, health standards, electrical, mechanical, plumbing and fire systems and equipment for all buildings and facilities
Knowledge and Experience:
* Ideally 5 years' experience on Maintenance administration support, smoke alarm administration or maintenance related administration role, preferably in a trade's maintenance / workshop environment
* High level computer (MS Office) knowledge and skills
* Ability to understand and work with Maintenance and compliance systems.
* Previous experience in maintenance data base management would be ideal
* Strong knowledge of permits and local regulations
* Having the ability to assist with company growth and adapt to new changes when required
Job Requirements:
* High school diploma or equivalent qualification
* Qualification in Business Administration or Facility Management preferred
* A minimum of 3 years’ experience in a trade related maintenance position preferred.
* Business focused with managerial skills an advantage.
* Good understanding of the technical features of landscaping, plumbing, carpentry and electrical systems.
* Excellent organisational and leadership abilities
* Exceptional communication and interpersonal skills
* Strong decision making
* Strong analytical skills
* Ability to work under pressure and meet tight deadlines
* Able to work independently
* Able to plan and prioritise the workload
* Solution focused