Maintenance Service Administrator

5 days ago

Singapore XJ ELEVATOR PRIVATE LIMITED Full time

A Maintenance Service Administrator in an elevator company plays a key role in supporting maintenance operations by ensuring efficient administrative processes, customer communication, and compliance with service standards.

Reports To: Maintenance Manager / Operations Manager

Key Responsibilities:
1. Administrative Support:

- Maintain service records, maintenance schedules, and job orders.
- Ensure timely and accurate entry of maintenance data into the company’s system.
- Prepare reports on maintenance performance, response times, and contract compliance.

2. Customer Communication:

- Handle customer inquiries, complaints, and service requests professionally.
- Provide updates on scheduled maintenance, service status, and resolution timelines.

3. Scheduling and Coordination:

- Schedule regular maintenance activities and dispatch technicians.
- Coordinate urgent service calls and monitor progress.
- Manage technician workloads and availability.

4. Documentation and Compliance:

- Maintain accurate service contracts and ensure timely renewals.
- Ensure compliance with local regulatory requirements and internal standards.
- Support the preparation of audit documents and compliance reports.

5. Inventory Management:

- Coordinate the ordering and availability of spare parts for maintenance jobs.
- Track inventory usage and maintain adequate stock levels.

6. Billing and Financial Support:

- Assist in generating invoices for maintenance contracts and service calls.
- Follow up on payment collections.

7. Performance Monitoring:

- Track key performance indicators (KPIs) for maintenance activities.
- Provide administrative support for improvement initiatives.

Key Skills and Competencies:

- Strong organizational and time management skills
- Excellent communication and customer service abilities
- Proficiency in MS Office and maintenance management software
- Detail-oriented with a focus on data accuracy
- Problem-solving and decision-making skills
- Knowledge of elevator maintenance processes is a plus point

Education and Experience:

- Diploma in Business Administration, Engineering, or a related field
- Experience in a service-oriented industry, preferably in elevator maintenance
- Familiarity with maintenance scheduling and CRM systems preferred

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