Maintenance Administrator (5-Month Contract)

Do you thrive in a fast-paced environment where communication, organisation and customer service are key to ensuring the smooth delivery of maintenance services?

Do you have experience coordinating technicians or field staff, managing job cards, liaising with customers and ensuring work is completed efficiently from start to finish?

Are you highly organised, able to juggle multiple priorities, communicate confidently with both customers and tradespeople, and remain calm under pressure?

Our client, a well-established plumbing and maintenance business, is seeking a highly organised and proactive Maintenance Administrator to join their team on a 5-month fixed-term contract.

The ideal incumbent will play a pivotal role in coordinating the daily maintenance schedule, communicating with customers and field staff, preparing and processing job documentation, and ensuring the efficient administration of maintenance work from booking through to invoicing preparation.

Additionally, they will provide exceptional customer service by following up with clients after work has been completed, maintaining strong communication throughout the maintenance process, and ensuring all administration is completed accurately and timeously.

ESSENTIAL:  Relevant administrative experience within a maintenance, construction, plumbing, facilities management or similar environment.

ESSENTIAL:  Minimum 3 years’ administration and customer service experience.

ESSENTIAL:  Excellent communication skills, both verbal and written.

ESSENTIAL:  Strong organisational and coordination skills with the ability to manage multiple priorities simultaneously.

ESSENTIAL:  Experience preparing and managing job cards and coordinating field staff or technicians.

ADVANTAGEOUS:  Experience working within the plumbing, maintenance or building services industry.

Key Duties & Responsibilities: 

• Coordinate the daily allocation of maintenance work to field staff and ensure technicians receive accurate job information.
• Prepare, issue and process job cards while ensuring all documentation is completed accurately.
• Liaise with customers to confirm appointments, provide updates and communicate any scheduling changes.
• Maintain regular communication with field staff throughout the day, ensuring efficient workflow and resolving operational queries where required.
• Receive completed job cards, review documentation and prepare administration for invoicing.
• Follow up with customers after work has been completed to ensure service satisfaction and address any outstanding issues.
• Respond professionally to customer enquiries via telephone, email and other communication channels.
• Maintain accurate maintenance records and ensure all documentation is filed and updated correctly.
• Coordinate quotations, reports and supporting maintenance documentation where required.
• Assist with the general administration of the maintenance department and provide operational support to ensure the smooth running of daily activities.

Key Skills & Attributes: 

• Exceptional organisational and planning skills.
• Excellent communication and interpersonal skills.
• Strong customer service orientation.
• Highly proactive with excellent problem-solving abilities.
• Calm under pressure and able to work in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to prioritise multiple tasks simultaneously.
• Professional, reliable and dependable.
• Team player with a positive attitude.