Operations Administrator

Job Purpose The Operations Administrator provides administrative and operational support to the maintenance department by coordinating service requests, scheduling maintenance activities, maintaining records, processing documentation, and ensuring effective communication between technicians, suppliers, and customers. The role is responsible for assisting in the efficient management of maintenance operations and ensuring service standards are met.

Key Responsibilities

Administration & Coordination

• Receive, log, and track maintenance requests and service calls.
• Schedule maintenance activities and allocate work orders to technicians.
• Maintain accurate maintenance records and filing systems.
• Update service schedules and monitor job completion status.
• Prepare reports, correspondence, and maintenance documentation.

Work Order Management

• Create and process maintenance work orders.
• Ensure all work orders are accurately recorded and closed upon completion.
• Follow up on outstanding maintenance tasks and service requests.
• Monitor turnaround times and escalate delays where necessary.

Customer & Stakeholder Liaison

• Serve as the first point of contact for maintenance-related enquiries.
• Communicate service updates to customers, tenants, or internal departments.
• Coordinate appointments and site access requirements.
• Address routine service-related queries professionally and promptly.

Inventory & Procurement Support

• Maintain records of maintenance materials and spare parts.
• Assist with stock control and inventory monitoring.
• Process purchase requisitions and supplier orders.
• Follow up on deliveries and ensure supporting documentation is completed.

Compliance & Record Keeping

• Maintain maintenance logs, inspection records, and compliance documentation.
• Ensure documentation is accurate and up to date.
• Assist with audits and reporting requirements.
• Comply with company policies, procedures, and health and safety standards.