Admin (Engineer & Maintenance)

Job Purpose: The Admin Maintenance is responsible for supporting the building's daily operations by providing administrative coordination to the Maintenance & Engineering Department. This role ensures proper documentation, communication, scheduling, and reporting of all maintenance activities to support efficient building operations under the property management team. Responsibilities: A. Administrative Support - Prepare, update, and maintain all maintenance-related documents, including work orders, maintenance logs, checklists, and reports. - Coordinate the filing, tracking, and retrieval of maintenance records, inspection forms, and vendor documents. - Ensure all documentation complies with property management standards and audit requirements from the management. B. Work Order Coordination - Coordination with other departments related to the maintenance work by following the SOP. - Receive, log, and assign daily maintenance requests from tenants, building users, and the property management team. - Monitor progress of work orders and ensure timely completion by the Maintenance Team. - Follow up with technicians and contractors to ensure proper closure of tasks. C. Scheduling & Planning - Assist in scheduling preventive maintenance plans for building systems (MEP, equipment, utilities). - Coordinate appointment schedules with contractors, vendors, and service providers. - Support the preparation of annual maintenance plans and calendars. D. Communication & Coordination - Serve as the contact point between the Maintenance Team, Property Management, tenants, and service providers. - Communicate maintenance notices, planned shutdowns, or repair schedules to tenants and relevant departments. - Coordinate with the procurement or admin team for material requests, quotations, and purchase orders. E. Reporting - Prepare daily, weekly, and monthly maintenance reports for management review. - Prepare the data of the maintenance report and submit it to the finance team to issue an invoice to the Tenant. - Track maintenance KPIs (response time, completion time, pending tasks, etc.). - Assist in compiling incident reports and root cause analysis when required. F. Inventory & Asset Support - Maintain updated records of maintenance tools, spare parts, and equipment inventory. - Coordinate with the storekeeper or procurement team to request supplies when inventory is low. - Update asset records after servicing, repair, or replacement. Requirements: A. Education - Bachelor’s degree or at least finish high school. B. Experience - Minimum 1–2 years of administrative or maintenance support experience, ideally in building operations or property management. - Experience in CMMS or maintenance management systems is an advantage. C. Skills & Competencies - Strong administrative and organizational skills. - Good communication skills in English and local language. - Ability to work with maintenance documents, forms, and reporting tools. - Familiar with Microsoft Office (Word, Excel, PowerPoint). - Ability to multitask and prioritize under daily operational demands. - Detail-oriented and able to work proactively with minimal supervision.

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