Maintenance Admin

Primary Role:

1. General administration duties and supporting operation teams for all operation

related duties.

Primary Responsibilities:

1. Responsible for opening and closing of job files

2. Responsible for preparation and submission of quotations including yearly maintenance contract renewal.

3. Responsible for submission of invoices and following up on payment status

4. Responsible for coordination of works with clients / main contractors and operation teams

5. Responsible for the preparation of yearly maintenance schedule

6. Responsible for update of registry (ie. Quotation etc)

7. Responsible for preparation, submission and filling of operation related documents:

- Quotations (new works / renewal contracts)

- Services reports

- Fire Extinguisher Checklist

- any other operation related documents

8. Any other ad-hoc duties assigned as and when required

Secondary Responsibilities:

1. Handle general enquiries from customers and to ensure all phone or email enquiries are attended.

2. Case assigning duties

3. For work schedule related:

a. To check against manpower schedule,

b. Confirm available schedule with relevant operation teams

c. Inform customers the confirmed schedule via phone call and email (in future may use WhatsApp)

4. For non work schedule related:

a. Record the purpose of the call

b. Inform relevant PIC about the call and request PIC to call back

c. Tracking of the call back (or no call back)

d. Preparation of monthly summary

5. Performs follow up and tracking on the escalated cases

What You'll Need:

• Customer-oriented and communicative
• Meticulous and organised
• Proactive and self-motivated
• Able to work under pressure and time constraints
• Driven to make progress and produce excellent work
• Collaborative and willing to go the extra mile
• Holding at least GCE O-Level qualifications or equivalent
• 1-2 years of customer service / admin experiences in maintenance will be preferred
• Possess good oral and written communication skills
• Proficient in MS Office applications
• A team player with a positive service mindset who thrives in a fast paced environment