Administrator Coordinator

The Building Maintenance Manager Assistant supports the Building Maintenance Manager in the day-to-day operations of building maintenance and facility management.

JOB OBJECTIVE:            

The Building Maintenance Manager Assistant supports the Building Maintenance Manager in the day-to-day operations of building maintenance and facility management. This role is essential in ensuring that the building’s infrastructure and systems are maintained in optimal working condition. The Assistant will help coordinate maintenance activities, respond to maintenance requests, and support the team in implementing preventive maintenance programs etc.

Key Responsibilities:

 Assist in Maintenance Operations:

• Provide support to the Building Maintenance Manager in overseeing the maintenance and repair of the building's systems, including, plumbing, carpentry and general facilities.
• Help coordinate and schedule routine and emergency maintenance tasks for the building.
• Dispatch, assigned and track of maintenance team.

Facility Inspections:

• Assist in conducting regular inspections of the building to identify maintenance needs and ensure compliance with safety standards.
• Prepare and maintain detailed inspection reports.

Preventive Maintenance:

• Help implement and monitor the preventive maintenance program to reduce the likelihood of system failures.
• Ensure all scheduled maintenance activities are completed on time.

Vendor Coordination:

• Assist with the management of external contractors and vendors, including coordinating their work schedules and verifying quality of service.
• Ensure that service agreements and contracts are maintained and renewed on time.
• Preparing purchase orders

Inventory Management:

• Assist with tracking and maintaining inventory of maintenance tools, equipment, and supplies.
• Order supplies and materials as needed to ensure availability for maintenance work.

Troubleshooting and Repairs:

• Help troubleshoot and repair basic maintenance issues in the building.
• Escalate complex issues to the Building Maintenance Manager or external contractors.

Record Keeping:

• Maintain accurate records of maintenance activities, including repair logs, service requests, and maintenance schedules.
• Ensure all records comply with health and safety regulations and are accessible for review.

Health & Safety Compliance:

• Support the Building Maintenance Manager in ensuring that the building meets safety standards and that all maintenance work complies with applicable health and safety regulations.
• Help implement safety procedures and ensure all work is carried out in a safe manner.

Troubleshooting and Repairs:

• Escalate complex issues to the Building Maintenance Manager or external contractors.

Record Keeping:

• Maintain accurate records of maintenance activities, including repair logs, service requests, and maintenance schedules.
• Ensure all records comply with health and safety regulations and are accessible for review.

Health & Safety Compliance:

• Support the Building Maintenance Manager in ensuring that the building meets safety standards and that all maintenance work complies with applicable health and safety regulations.
• Help implement safety procedures and ensure all work is carried out in a safe manner.

Qualifications:

• High school diploma or equivalent or technical certification.
• Experience in facilities or building maintenance is a plus.
• Basic knowledge of building systems (plumbing, carpentry etc).
• Strong organizational and time-management skills.
• Ability to handle multiple tasks and prioritize effectively.
• Good communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Proficiency in basic computer applications (e.g., Microsoft Suite, maintenance management software,).

NB// This job description is not an exhaustive listing of all responsibilities and duties. The Building Maintenance Manager Assistant may be required to perform other tasks as assigned by the Building Maintenance Manager or other relevant personnel.