Maintenance Service Administrator
3 days ago
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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