Duties & Responsibilities
1. Scheduling & Coordination:
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Organizing and coordinating maintenance schedules for both preventive and corrective tasks.
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Ensuring that maintenance activities are carried out on time, avoiding disruptions to daily operations.
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Booking and managing appointments for external contractors or repair services.
2. Documentation & Record-Keeping:
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Maintaining accurate records of all maintenance activities, including repairs, replacements, and inspections.
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Tracking service history for assets and equipment to ensure proper maintenance intervals.
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Filing work orders, reports, and other documentation required for audits and compliance.
3. Inventory Management:
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Keeping track of spare parts, tools, and materials required for maintenance tasks.
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Ordering and maintaining inventory to ensure parts are available when needed for repairs or replacements.
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Coordinating with suppliers for the procurement of necessary items.
4. Budgeting & Cost Control:
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Monitoring maintenance expenses and ensuring that work stays within budget.
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Assisting in budget planning by identifying recurring costs for maintenance activities.
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Helping track invoices and processing payments for maintenance services.
5. Health & Safety Compliance:
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Ensuring that maintenance activities comply with health, safety, and environmental regulations.
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Coordinating safety checks, inspections, and hazard assessments.
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Helping maintain a safe and functional environment by addressing safety concerns.
6. Communication & Reporting:
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Serving as a liaison between maintenance teams, management, and other departments.
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Communicating maintenance issues, status updates, and completed tasks to the relevant stakeholders.
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Preparing regular maintenance reports and performance updates.
7. Support for Maintenance Staff:
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Assisting maintenance technicians with paperwork and scheduling.
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Helping troubleshoot maintenance issues or escalate problems to higher authorities.
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Coordinating with HR or payroll to ensure proper staffing and shift coverage.
8. Software & Systems Management:
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Using Computerized Maintenance Management Systems (CMMS) or similar software to track maintenance schedules, work orders, and assets.
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Updating and managing the system to ensure accurate data is available for reporting and decision-making.
9. Customer/Client Interaction
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If the role involves client-facing duties, the admin may communicate directly with clients to address concerns or schedule maintenance.