Job Description

Position Summary:

We are seeking a highly organized and detail-oriented Building Maintenance Office Administrator to join our team. In this role, you will provide administrative support to the maintenance department, ensuring efficient operation and seamless coordination of building maintenance activities. You will be responsible for maintaining records, scheduling maintenance services, and communicating with vendors and tenants. This position is critical in keeping our facilities running smoothly and in ensuring a safe and functional environment for all occupants.

Key Responsibilities:

Administrative Support:

Provide administrative assistance to the Building Maintenance Manager or Facilities Supervisor. Maintain and organize maintenance records, schedules, and work orders. Assist in managing the department's budget and ensure timely ordering of materials and supplies. Draft and process work orders, track progress, and ensure follow-up with contractors or internal maintenance staff.

Scheduling and Coordination:

Coordinate and schedule routine and emergency maintenance services, including plumbing, HVAC, electrical, and janitorial services. Liaise with tenants and building occupants regarding maintenance issues and ensure timely responses to service requests. Assist in the coordination of vendor services, ensuring they comply with contractual agreements and timelines

Communication and Reporting:

Serve as a point of contact for tenants, contractors, and internal staff regarding maintenance issues and services. Prepare and maintain reports on maintenance activities, including completed, pending, and emergency work. Track and report on maintenance budgets, expenses, and any necessary repairs or upgrades.

Inventory Management:

Maintain an organized inventory of maintenance supplies, tools, and equipment. Track stock levels and place orders for materials as necessary.

Compliance and Safety:

Ensure compliance with building codes, safety regulations, and environmental standards. Maintain documentation related to building inspections, permits, and safety compliance.

Qualifications:

Education and Experience:

High school diploma or equivalent; associate's degree or higher in office administration, business management, or a related field is a plus. Previous experience in building maintenance, facilities management, or office administration is preferred.

Skills and Abilities:

Strong organizational skills and attention to detail. Excellent communication and interpersonal skills, with the ability to interact effectively with tenants, vendors, and staff. Proficient in Microsoft Office Suite (Word, Excel, Outlook). Basic knowledge of building systems and maintenance terminology is a plus. Ability to handle multiple tasks and prioritize effectively.

Working Conditions:

Full-time position with regular office hours. Occasional on-site visits to inspect building conditions or oversee maintenance projects. Must be available to respond to urgent maintenance issues as needed, during business hours or on-call.

If you are passionate about building maintenance and enjoy working in a fast-paced environment, we encourage you to apply and join our team as a Building Maintenance Office Administrator.

Job Types: Full-time, Permanent, Fresher