Maintenance Admin – (Property Portfolio)

SUMMARY:
Job Description:
Wanting a skilled Maintenance Administrator to coordinate work orders, manage contractor tasks, maintain accurate records in CMMS systems, and provide administrative support. This role requires strong organizational skills, attention to detail, and experience with maintenance software (MRI/MDA).

POSITION INFO:

Responsibilities:

• Work Order & Scheduling: Receive maintenance requests, generate work orders (Job Cards), coordinate daily and preventive maintenance schedules for internal teams and external trades.
• Contractor Coordination: Liaise with approved contractors to obtain quotes, assign tasks, and verify that jobs are completed to standard via photo or physical verification.
• Administration: Process/ capture invoices from suppliers and contactors and facilitate tenant recoveries or insurance claims (e.g., for burst geysers).
• Record Keeping: Maintain accurate logs in Computerized Maintenance Management Systems (CMMS) such as MRI / MDA
• Inventory Control: Track and reorder supplies, spare parts, and tools to ensure the maintenance team is always equipped for repairs.
• Administrative support: General office duties like filing, data entry, managing communications, and supporting manager. 
• Customer Service: Responding to maintenance requests, providing updates, and handling complaints efficiently.
• Reporting: Preparing reports, tracking costs, and providing data for management.

• Technical Literacy: Proficiency in MS Office (especially Excel for reporting) and have background maintenance software such as MRI/ MDA
• Organizational Prowess: Ability to prioritize urgent reactive repairs while maintaining a long-term preventive maintenance plan.
• Strong organizational and Multitasking abilities
• Communication: Strong interpersonal skills to handle queries from tenants, and technical staff via phone, email, or messaging apps. Provide feedback to management
• Education: High School Diploma (Grade 12) or equivalent.
• Experience: Proven strong admin experience and CMMS experience
• Attention to detail for accurate record-keeping, and reporting.
• Must have a driver license 

• Location: Office-based position, though occasional site visits for inspections may be required.
• Schedule: Monday – Friday ( 08;00- 16:00), but includes rotational or weekend shifts for emergency maintenance coordination – (Standby every second weekend)