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Maintenance Admin Assistant
1 week ago
The purpose of this role is to provide accurate records of all maintenance carried out and general administrative support to the store development department.
Responsibility:
- Confirm and prioritize all planned maintenance with line manger
- Arrange for planned maintenance as per approved maintenance schedule
- Coordinate all planned maintenance with the service provider, Area Manager, store, and centre management
- Make travel and accommodation arrangements and request the required work permits from mall management
- Advice store on whether an external service provider will be allocated to perform the maintenance job or whether it will be performed inhouse
- Maintain an updated list of approved service providers per store
- Maintain a data base of service providers including history of maintenance, highlight concerns and pick up trends
- Monitor Maintenance Tacker received from Area Managers and obtain approval from line manager to schedule required maintenance
- Obtain quotations from local suppliers and contractors for approval by line manager.
- Open a folder per store on the share drive and ensure that all documentation is filed including completed checklists, COC, invoices and proof of payment
- Maintain accurate spreadsheet on all maintenance performed per store including job cards, invoices, payments, deposits, guarantees etc
- Follow up with landlord for required approvals and service providers for confirmation of when maintenance will be carried out, and actual completion date
- Forward all invoices to line manager for approval
- Process approved invoices for payment and ensure on time payment is made
- Ensure all maintenance is scheduled in order to meet compliance requirements e.g. fire extinguisher, air conditioners, pest control
- Ensure all stores have copies of compliance certificates
- Identify which maintenance claims are insurance related, within guarantees etc. and action accordingly
- Compile information on claims including whether the cost is for the company or Centre Management account, obtain quotes and submit insurance claims to line manager for processing
- Respond to queries, provide relevant advise and escalate as and when required
- Request stores to forward all evidence of maintenance required including but not limited to photos, videos, statements etc.
Requirements:
- Grade 12 or related qualification required
- Qualification in Office Administration or similar is required
- Minimum 3 years experience in property maintenance an advantage
- Minimum 3 years working in a maintenance administration role including the issuing of job cards, and maintenance of a supplier data base
- Working knowledge of equipment, materials, and supplies used in facilities and property management including but not limited to air conditioning, electrical installations, fixtures, fittings, and carpentry
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