Maintenance Support Group Encoder

Auntie Anne's; Pasig; On-site; PHP 240,000 - 360,000; Full time

Benefits offered by this job

Health insurance

Opportunities for promotion

Promotion to permanent employee

Additional leave

Job summary

Auntie Anne's is seeking a dedicated Maintenance Administration and Documentation specialist to support daily schedules, record-keeping, and compliance within our Pasig location. You will coordinate with Purchasing and Warehouse, manage MRFs, track inventory, and prepare monthly reports while ensuring confidentiality and accuracy of maintenance records.

The role requires a graduate in business/engineering/IT, at least 1 year of admin/inventory experience, and proficiency in Excel, Word, and

Qualifications

• Graduate of any Business, Engineering, Information Technology, or related course.
• 1 year of experience in administrative support, inventory control, encoding, or documentation management.
• Proficient in Microsoft Excel, Word, and Google Workspace.
• Strong organizational, data entry, and record-keeping skills.
• Detail-oriented with excellent time management and coordination abilities.

Responsibilities

• Prepare and maintain the daily schedules of maintenance personnel and monitor work assignments.
• Consolidate, encode, and maintain accurate records of maintenance activities, service requests, and work accomplishments.
• Monitor and file all Service Reports submitted by the Maintenance Team and ensure proper documentation and completeness.
• Maintain organized electronic and physical filing systems for all maintenance-related documents.
• Process and monitor Material Request Forms (MRFs) for both the Maintenance Department and store operations.
• Coordinate with Purchasing and Warehouse teams regarding requested materials, supplies, and equipment.
• Monitor inventory levels of maintenance tools, spare parts, and consumable supplies.
• Maintain accurate inventory records and ensure timely replenishment of stocks.
• Conduct monthly inventory counts and prepare inventory reconciliation reports.
• Prepare and submit monthly departmental reports required by Management, Audit, Purchasing, Accounting, and other concerned departments.
• Generate maintenance-related reports, summaries, and data analyses as requested by management.
• Assist in tracking maintenance expenses, material utilization, and departmental budgets.
• Coordinate with store personnel and other departments regarding maintenance documentation and report requirements.
• Ensure completeness, accuracy, and confidentiality of maintenance records and reports.
• Support audit requirements by providing accurate documentation and records when needed.
• Assist in maintaining compliance with company policies and procedures related to maintenance documentation and inventory management.

Skills

Administrative support

Inventory control

Data entry

Record-keeping

Time management

Coordination

Education

Graduate of any Business, Engineering, Information Technology, or related course

Tools

Microsoft Excel

Microsoft Word

Google Workspace

Job description

Key Responsibilities

Maintenance Administration and Documentation

• Prepare and maintain the daily schedules of maintenance personnel and monitor work assignments.
• Consolidate, encode, and maintain accurate records of maintenance activities, service requests, and work accomplishments.
• Monitor and file all Service Reports submitted by the Maintenance Team and ensure proper documentation and completeness.
• Maintain organized electronic and physical filing systems for all maintenance-related documents.

Materials and Inventory Management

• Process and monitor Material Request Forms (MRFs) for both the Maintenance Department and store operations.
• Coordinate with Purchasing and Warehouse teams regarding requested materials, supplies, and equipment.
• Monitor inventory levels of maintenance tools, spare parts, and consumable supplies.
• Maintain accurate inventory records and ensure timely replenishment of stocks.
• Conduct monthly inventory counts and prepare inventory reconciliation reports.

Reporting and Coordination

• Prepare and submit monthly departmental reports required by Management, Audit, Purchasing, Accounting, and other concerned departments.
• Generate maintenance-related reports, summaries, and data analyses as requested by management.
• Assist in tracking maintenance expenses, material utilization, and departmental budgets.
• Coordinate with store personnel and other departments regarding maintenance documentation and report requirements.

Compliance and Records Management

• Ensure completeness, accuracy, and confidentiality of maintenance records and reports.
• Support audit requirements by providing accurate documentation and records when needed.
• Assist in maintaining compliance with company policies and procedures related to maintenance documentation and inventory management.

Qualifications

• Graduate of any Business, Engineering, Information Technology, or related course.
• At least 1 year of experience in administrative support, inventory control, encoding, or documentation management.
• Proficient in Microsoft Excel, Word, and Google Workspace applications.
• Strong organizational, data entry, and record-keeping skills.
• Detail-oriented with excellent time management and coordination abilities.
• Able to work independently and handle multiple tasks in a fast-paced environment.

Benefits

• Additional leave
• Health insurance
• Opportunities for promotion
• Promotion to permanent employee

Work Location: In person