Admin Coordinator - Elevator Maintenance Department

Job Summary

We are seeking a detail-oriented and proactive Admin Coordinator to support the daily operations of our Elevator Maintenance Department. The ideal candidate will coordinate administrative activities, manage service documentation, support scheduling operations, and ensure smooth communication between technicians, clients, and internal departments.

Responsibilities

Coordinate and manage maintenance schedules, service appointments, and technician assignments to ensure timely service delivery
Prepare and maintain accurate service reports, maintenance records, quotations, and work orders for operational efficiency
Liaise with clients to communicate maintenance schedules, service updates, and documentation requirements
Monitor contract renewals, support invoicing processes, and follow up on service completion to maintain client satisfaction
Handle incoming calls, emails, and departmental correspondence to facilitate effective communication
Track technician attendance, leave, overtime, and daily job completion status to support workforce management
Assist in procurement coordination for spare parts and materials to ensure availability for maintenance tasks
Maintain accurate filing systems and database records for easy retrieval and compliance
Support compliance documentation related to safety regulations and maintenance standards to uphold operational safety
Generate monthly operational and maintenance reports for management review to inform decision-making
Coordinate meetings, prepare minutes, and support departmental administrative tasks to enhance team collaboration

Required competencies and certifications

Diploma or equivalent qualification in Business Administration or related field
Proficient in Microsoft Office applications (Excel, Word, Outlook) to produce and manage documentation
Strong organizational and multitasking skills to manage multiple priorities effectively
Good communication and interpersonal abilities to liaise with clients and internal teams
Ability to work independently and handle multiple priorities to ensure smooth operations

Preferred competencies and qualifications

Experience in service coordination or technical support administration to enhance operational support
Knowledge of elevator/lift maintenance operations to better understand department needs
Familiarity with ERP or maintenance management systems to improve process efficiency
Strong attention to detail and documentation accuracy to maintain high-quality records

Other Information

Working Conditions

Office-based role with regular coordination with field technicians and clients
May require occasional overtime during urgent operational situations

Admin Coordinator – Elevator Maintenance Department

Project Admin Coordinator