Maintenance Admin

West Coast Personnel; Cape Town; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A leading maintenance services company is seeking a Maintenance Administrator to manage work orders, coordinate contractors, and provide administrative support. The ideal candidate will possess strong organizational skills, experience with CMMS software (MRI/MDA), and proficiency in MS Office, especially Excel. This role includes daily maintenance scheduling and responding to tenant queries, contributing to an efficient work environment. The position is office-based with occasional site visits, requiring a High School Diploma and a valid driver's license.

Qualifications

• Proficiency in MS Office, especially Excel for reporting.
• Experience with maintenance software such as MRI/MDA.
• Proven strong admin experience and CMMS experience.
• Must have a driver's license.
• Strong attention to detail for accurate record-keeping.

Responsibilities

• Coordinate work orders and manage daily maintenance schedules.
• Liaise with contractors for quotes and task assignments.
• Process invoices from suppliers and contractors.
• Maintain logs in computerized maintenance management systems.
• Track and reorder supplies and spare parts.
• Provide customer service and handle tenant queries.
• Prepare reports and track costs for management.

Skills

Technical Literacy

Organizational Prowess

Strong organizational and multitasking abilities

Communication

Attention to detail

Education

High School Diploma (Grade 12) or equivalent

Tools

CMMS software (MRI/MDA)

MS Office (especially Excel)

Job description

Job Description

Wanting a skilled Maintenance Administrator to coordinate work orders, manage contractor tasks, maintain accurate records in CMMS systems, and provide administrative support. This role requires strong organizational skills, attention to detail, and experience with maintenance software (MRI/MDA).

Responsibilities

• Work Order & Scheduling: Receive maintenance requests, generate work orders (Job Cards), coordinate daily and preventive maintenance schedules for internal teams and external trades.
• Contractor Coordination: Liaise with approved contractors to obtain quotes, assign tasks, and verify that jobs are completed to standard via photo or physical verification.
• Administration: Process/capture invoices from suppliers and contractors and facilitate tenant recoveries or insurance claims (e.g., for burst geysers).
• Record Keeping: Maintain accurate logs in Computerized Maintenance Management Systems (CMMS) such as MRI / MDA.
• Inventory Control: Track and reorder supplies, spare parts, and tools to ensure the maintenance team is always equipped for repairs.
• Administrative support: General office duties like filing, data entry, managing communications, and supporting manager.
• Customer Service: Responding to maintenance requests, providing updates, and handling complaints efficiently.
• Reporting: Preparing reports, tracking costs, and providing data for management.

Required Skills & Qualifications

• Technical Literacy: Proficiency in MS Office (especially Excel for reporting) and have background maintenance software such as MRI/ MDA.
• Organizational Prowess: Ability to prioritize urgent reactive repairs while maintaining a long-term preventive maintenance plan.
• Strong organizational and Multitasking abilities
• Communication: Strong interpersonal skills to handle queries from tenants, and technical staff via phone, email, or messaging apps. Provide feedback to management.
• Education: High School Diploma (Grade 12) or equivalent.
• Experience: Proven strong admin experience and CMMS experience.
• Attention to detail for accurate record-keeping, and reporting.
• Must have a driver license.

Work Environment

• Location: Office-based position, though occasional site visits for inspections may be required.
• Schedule: Monday – Friday (08:00-16:00), but includes rotational or weekend shifts for emergency maintenance coordination – Standby every second weekend.