Building Maintenance Administrator

Hall Recruitment; Dublin; On-site; EUR 34,000 - 42,000; Full time

Benefits offered by this job

Pension contribution

Performance-related bonus

Summer bonus

Staff social events

Free on-site parking

Job summary

Hall Recruitment is seeking a Building Maintenance Administrator to join the Minor Works & Reactive Maintenance division in Dublin 14. This administrative role supports a busy maintenance operation, coordinating reactive requests from initial client inquiry through to invoicing, and working with Contracts Managers and Schedulers to allocate jobs to in-house carpenters and subcontractors.

You will monitor progress, maintain job records, coordinate quotations and approvals, and ensure completed

Qualifications

• Experience in Facilities Management, building maintenance, property maintenance or similar maintenance-led environment.
• Strong administrative and organisational skills.
• Excellent telephone and email communication skills.
• Confidence managing multiple open jobs and changing priorities.
• Strong attention to detail and accuracy in documentation.
• Proficiency with computerised job management systems (CAFM preferred).

Responsibilities

• Log and manage incoming reactive maintenance requests.
• Coordinate minor works and maintenance work orders.
• Allocate jobs to in-house carpenters, general operatives and maintenance personnel.
• Arrange specialist trades and subcontractors when required.
• Work with Contracts Managers and Schedulers to prioritise workloads.
• Monitor outstanding jobs and follow up on progress.
• Keep clients informed throughout the maintenance process.
• Coordinate contractor quotations and client approvals.
• Track job costs and supporting documentation.
• Maintain accurate information within the job management system.
• Ensure completed jobs have the required documentation before invoicing.

Skills

Facilities management experience

Administrative skills

Communication skills

Multitasking & prioritization

Attention to detail

Computerised job management systems

CAFM software familiarity

Tools

CAFM software

Job description

About the Role

We are recruiting a Building Maintenance Administrator to join the Minor Works & Reactive Maintenance division of an established building maintenance business in Dublin 14. This is an administrative role within a busy maintenance operation, where you' ll help coordinate reactive works from the initial client request through to completion and invoicing. You' ll work closely with Contracts Managers and Schedulers, allocating jobs to in-house carpenters and general operatives and arranging specialist subcontractors when works fall outside the capabilities of the internal team. You' ll monitor progress, keep clients informed, coordinate quotations and approvals, maintain accurate job records and ensure completed works are ready for invoicing. Previous experience within Facilities Management, building maintenance, property maintenance, construction services or another maintenance-led environment is required. Although this is an administrative position, it is not a general office administration role.

Responsibilities

• Log and manage incoming reactive maintenance requests
• Coordinate minor works and maintenance work orders
• Allocate jobs to in-house carpenters, general operatives and maintenance personnel
• Arrange specialist trades and subcontractors when required
• Work closely with Contracts Managers and Schedulers to prioritise workloads
• Monitor outstanding jobs and follow up on progress
• Keep clients informed throughout the maintenance process
• Coordinate contractor quotations and client approvals
• Track job costs and supporting documentation
• Maintain accurate information within the job management system
• Ensure completed jobs have the required documentation before being passed to Finance for invoicing
• Help resolve scheduling and operational issues as they arise

Qualifications

To be considered, you should have:

• Previous experience within Facilities Management, building maintenance, property maintenance, construction services or another maintenance-led business
• Experience coordinating work orders, maintenance activities, contractors or tradespeople
• Strong administrative and organisational skills
• Excellent telephone and email communication skills
• Confidence managing multiple open jobs and changing priorities
• Strong attention to detail
• Confidence using computerised job management systems
• Experience with CAFM software, maintenance management systems, scheduling platforms or job-tracking systems would be particularly advantageous.

Required Skills

Industry Experience Is Important

While Building Maintenance Administrator is an administrative position, previous exposure to a maintenance-led environment is important. We are particularly interested in candidates coming from:

• Building maintenance providers
• Construction services
• Mechanical or electrical maintenance businesses
• Contractor or trade service companies
• Other property or maintenance-led organisations

You don' t need to come from a trade background. What matters is that you understand the basic workflow involved in receiving a maintenance request, allocating the appropriate resource, coordinating the work and progressing the job through to completion.

Preferred Skills

Who Could Be a Good Fit?

This position could particularly suit someone currently working as a:

• Facilities Administrator
• Maintenance Administrator
• Maintenance Coordinator
• Property Maintenance Administrator

It could also be a good progression opportunity for a Facilities Administrator who has already supported work orders, contractor coordination and maintenance scheduling and would like greater responsibility for the full lifecycle of maintenance jobs.

Pay range and compensation package

Salary: €38,000 per annum

Benefits include:

• Pension contribution
• Performance-related bonus, subject to company performance
• Summer bonus, subject to company performance
• Staff social events
• Free on-site parking

Equal Opportunity Statement

If you already have experience within Facilities Management, building maintenance, property maintenance or construction services and enjoy the administrative side of coordinating contractors, tradespeople and work orders, we would like to hear from you.

Please note: This vacancy requires previous exposure to a facilities, property, construction or maintenance-led environment. Candidates whose experience is solely within general office administration without relevant maintenance exposure are unlikely to meet the requirements of the role.