Maintenance Administrator

We are seeking an organized and detail-oriented Maintenance Administrator to provide administrative and coordination support to the Engineering & Maintenance Department and ensure the efficient handling of work orders, maintenance records, purchasing documentation, reports and departmental communication.

The successful candidate will work closely with the Chief Engineer, Assistant Chief Engineer and Engineering team to support the smooth day-to-day operation of the department.

Key Responsibilities

• Provide daily administrative support to the Engineering & Maintenance Department.
• Receive, record, distribute and follow up on maintenance work orders.
• Maintain accurate records of preventive maintenance, corrective maintenance and completed repair works.
• Update maintenance schedules and ensure required follow-up is carried out within established timelines.
• Maintain departmental files, technical records, equipment information, manuals and related documentation.
• Prepare daily, weekly and monthly Engineering reports as required.
• Record and monitor outstanding maintenance issues and follow up with the relevant team members.
• Assist in preparing purchase requisitions, storeroom requisitions and other departmental requests.
• Coordinate with Purchasing, Stores and Finance regarding Engineering materials, spare parts and supplies.
• Maintain records of ordered, received and pending Engineering materials and spare parts.
• Assist in monitoring stock levels of frequently used maintenance items.
• Prepare meeting agendas, take minutes and maintain action-tracking records when required.
• Maintain Engineering attendance, duty rosters, overtime records, leave information and other administrative documents as assigned.
• Coordinate with other departments regarding maintenance requests and work schedules.
• Assist in arranging contractors, service providers and specialist technicians when required.
• Maintain records of contractor visits, service reports and related documentation.
• Support Engineering Management with CAPEX, project and renovation-related documentation when required.
• Maintain equipment and asset records, including service schedules, warranty information and maintenance history.
• Ensure all confidential and technical information is handled professionally.
• Follow up on pending actions and keep Engineering Management informed of outstanding matters.
• Perform other duties as assigned by the Chief Engineer or Management.

Qualifications & Experience

• High school diploma or equivalent; diploma in Administration, Engineering Administration, Hospitality or a related field would be an advantage.
• Previous experience in an administrative role, preferably within an Engineering, Maintenance, Facilities or hotel/resort environment.
• Good knowledge of office administration, filing and document-control procedures.
• Strong computer skills, particularly Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to maintain accurate reports, spreadsheets and maintenance records.
• Good numerical and analytical skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple tasks and follow up on deadlines.
• Good written and spoken English.
• Knowledge of computerized maintenance management systems or work-order systems would be an advantage.
• Previous experience coordinating purchase requisitions, inventories or maintenance supplies would be beneficial.

Personal Attributes

• Highly organized and detail-oriented.
• Proactive with strong follow-up skills.
• Reliable, responsible and able to maintain confidentiality.
• Good communication and coordination skills.
• Able to work independently and as part of a technical team.
• Comfortable working in a fast-paced resort environment.
• Flexible to support Engineering operations according to business requirements.
• Professional, neat and well-groomed appearance at all times.