Maintenance Admin Asst. Manager

Grandwork Interior Pte Ltd; Puchong; On-site; MYR 30,000 - 45,000; Full time

Job summary

A leading company in facilities management seeks an Administrative Support Coordinator to oversee maintenance services for client shops. The ideal candidate will manage schedules, prepare reports, and liaise with clients and contractors, ensuring efficient operations within a fast-paced environment. Candidates with relevant diplomas and experience in construction or project management will thrive in this role.

Qualifications

• Minimum 2-3 years experience in administrative support, preferably in construction or facilities.
• Strong organizational and communication skills.
• Proficiency in Microsoft Office and familiarity with project management tools.

Responsibilities

• Coordinate daily maintenance services for client shops and respond to inquiries.
• Prepare quotations, purchase orders, and maintenance reports.
• Manage maintenance supplies and equipment inventory.

Skills

Organizational Skills

Communication

Attention to Detail

Problem-Solving

Tech-Savvy

Education

Diploma in Business Administration

Facilities Management

Tools

Microsoft Office Suite

Project Management Tools

Job description

Job Description:

• Coordinate daily maintenance services for client shops, schedule repairs, and respond to technical inquiries and complaints, ensuring resolutions meet client expectations.
• Maintain accurate records of maintenance schedules, completed work, and inspections for compliance and future reference.
• Prepare quotations, purchase orders (PO), invoices, and maintenance reports to ensure smooth project and maintenance operations.
• Coordinate with suppliers, sub-contractors, and clients to ensure cost standards and project values are met.
• Prepare and submit monthly maintenance profitability reports to the Accounts department.
• Arrange working permits and insurance coverage for maintenance work.
• Inventory Management: Track and manage maintenance supplies and equipment, ensuring all necessary tools and materials are available for maintenance tasks.
• Follow any duties assigned by Top Management and HOD QA from time to time.

Qualifications & Requirements:

• Education: Diploma in Business Administration, Facilities Management, or related field. Certifications in facilities maintenance or office management are a plus.
• Experience: Minimum of 2-3 years of experience in administrative support, preferably in construction, facilities, or project environment. Experience in maintenance coordination or support is an advantage.
• Organizational Skills: Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
• Communication: Excellent verbal and written communication skills in English. Ability to communicate effectively with team members, vendors, and clients.
• Attention to Detail: Ability to maintain accurate records, prepare reports, and follow up on tasks efficiently.
• Problem-Solving: Ability to identify problems early and proactively seek solutions for administrative and maintenance-related issues.
• Tech-Savvy: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with project management tools is a plus.