As an Admin for the Maintenance Division, you will play a key role in supporting the maintenance operations of our real estate properties. Your work will help ensure that the day-to-day operations run smoothly and that tenant requests and maintenance services are effectively managed. You will be involved in coordinating maintenance schedules, communicating with tenants and vendors, preparing various reports, and assisting the Property Management team in providing excellent service to all stakeholders.

This role offers the opportunity to work in a reputable company with a diverse portfolio of commercial and residential properties. You will be part of a team that is committed to maintaining high standards of service and operational excellence.

Responsibilities of the Admin – Maintenance

As an Admin for the Maintenance Division, your responsibilities will include:

Coordinate Tenant and Maintenance Requests: You will assist the Property Management team in handling tenant requests, ensuring that maintenance needs are addressed in a timely manner. This includes communicating with tenants and vendors, and scheduling required maintenance services.
Manage Phone Calls and Communication: You will answer and route phone calls from tenants and vendors, directing them to the appropriate personnel or dispatching maintenance workers based on the urgency of the issue.
Customer Service: Provide high-quality customer service by assisting tenants with maintenance requests, explaining building procedures, and supplying general building information.
Prepare Reports and Schedules: You will be responsible for preparing monthly maintenance schedules, job cards, quotations, and invoices for the maintenance division.
Support to Maintenance Manager: Assist the Maintenance Manager by producing, modifying, and distributing various forms, spreadsheets, manuals, and other documentation required for smooth operations.
Process Correspondence: You will manage correspondence for tenants, contractors, and other third parties, ensuring that all communications are properly documented and sent to the relevant individuals.
Maintain Insurance and Contractor Files: Keep track of insurance certificates for all contractors working at the properties, ensuring that all required documentation is up to date.
Schedule Contractor Work: Help coordinate contractor work and liaise with tenants to ensure that maintenance work is scheduled at convenient times.
Office Operations Support: Contribute to office operations by helping with phone coverage, ordering office supplies, and maintaining office systems.
Risk Management and Emergency Contacts: Maintain updated risk management policies, emergency contact information, and master tenant contact lists. Ensure that incidents are reported immediately as they occur.
Organize Filing System: Maintain a highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, contracts, and purchase orders.

Qualifications for the Admin – Maintenance Position

To be considered for the Admin position in the Maintenance Division, candidates should meet the following qualifications:

Experience: You should have 5-6 years of administrative experience, particularly in a commercial and residential towers environment. Familiarity with facilities operations and maintenance tasks is highly valued.
Strong Organizational Skills: You should possess strong organizational and multitasking abilities, with the capacity to prioritize tasks and meet deadlines efficiently.
Technical Skills: Proficiency in using office software, particularly the Microsoft Office Suite, is essential. Knowledge of office and accounting procedures is also required.
Customer Service: The ability to provide exceptional customer service to tenants, contractors, and vendors is a must. You should be able to effectively communicate both over the phone and via email.
Independent Worker: You must be capable of working independently and solving problems as they arise.
Attention to Detail: Strong attention to detail is important, especially when managing maintenance schedules, invoices, and correspondence.
Strong Communication Skills: You will need excellent communication skills, both verbal and written, to interact with tenants, vendors, and Property Management staff effectively.
Flexibility: You should be adaptable and ready to take on additional tasks as needed to support the maintenance and property management teams.

Benefits of the Admin – Maintenance Position

The Admin role for the Maintenance Division offers several benefits, including:

Competitive Salary: The position offers a competitive salary that will be discussed during the interview process based on your experience and skills.
Career Growth Opportunities: Working in a leading real estate development and property management company provides opportunities for career advancement and professional growth in the property management field.
Training and Development: The company offers training and support to help you develop your skills and stay current with industry trends and best practices.
Work-Life Balance: You will work in a supportive environment that values work-life balance and employee well-being.
Dynamic Work Environment: You will be working in a fast-paced and varied environment, where each day presents new challenges and opportunities for learning.
Positive Team Culture: You will be part of a friendly and collaborative team that works together to ensure the smooth operation of the property management division.

How to Apply for the Admin – Maintenance Role

To apply for the Admin – Maintenance position, please follow these steps:

Prepare Your Resume: Update your resume with your personal details, relevant work experience, and any skills related to property management and administrative tasks.
Submit Your CV: Send your resume to recruitbh24@gmail.com. Make sure to include a cover letter that highlights your qualifications and why you are interested in this position.
Include a Photo: If requested, attach a professional photo of yourself to your resume to complete your application.
Wait for a Response: Once your application has been reviewed, you will be contacted for an interview if your qualifications meet the job requirements.
Interview: The interview will focus on your experience, skills, and how you can contribute to the maintenance and property management operations.
Start Your New Role: If selected, you will be provided with further details about your start date and any required documentation.

Related FAQs

1. What qualifications are needed for the Admin – Maintenance position?

You should have at least 5-6 years of administrative experience in a commercial and residential property environment, with knowledge of office and accounting procedures. Familiarity with facilities operations is also preferred.

2. What are the key responsibilities of this role?

You will assist with tenant relations, coordinate maintenance requests, manage phone and email communications, prepare reports and schedules, and maintain filing systems for property management.

3. Is prior experience required for this role?

Yes, the position requires 5-6 years of relevant administrative experience, especially in a property management or facilities operation environment.

4. What software skills are required for this role?

You should be proficient in using the Microsoft Office Suite, including Word, Excel, and Outlook, to manage tasks and communicate effectively.

5. How do I apply for the Admin – Maintenance position?

You can apply by sending your updated CV to recruitbh24@gmail.com. Make sure to include your contact details and qualifications in your application.

6. Will there be any training for this position?

Yes, the company offers training to help you succeed in this role and keep up with industry standards.

7. Is there room for career growth in this role?

Yes, the position offers opportunities for career development within the property management and facilities operations sector.

8. What is the salary for this position?

The salary will be discussed during the interview process and will depend on your experience and qualifications.

9. How do I manage multiple tasks in this role?

This role requires strong organizational skills. You will need to prioritize tasks, manage your time effectively, and stay focused to meet deadlines.

10. Can I apply if I don’t have experience in property management?

Experience in property management or facilities operations is preferred, but not mandatory. Strong administrative skills and a willingness to learn are key factors.