Administrator

Responsibilities:

• Client Care & Maintenance Coordination:

  • Respond promptly to maintenance requests from clients, tenants, and landlords via phone calls, emails, and other channels.

  • Effectively communicate with clients to schedule appointments for maintenance services.

  • Prepare clear and detailed quotations for client approval before proceeding.

  • Coordinate with your supervisor to assign maintenance jobs to the appropriate technicians.

  • Ensure timely dispatch of technicians and resources to service locations.

  • Follow up with technicians to guarantee client satisfaction with completed jobs.

  • Close out work orders and maintain accurate records within the system.

• Financial Management:

  • Manage petty cash for maintenance-related expenses.

  • Prepare monthly summaries of additional work performed and submit them to the Accounts Department for invoicing.

  • Track client payments and maintain records of outstanding balances.

• Scheduling & Administration:

  • Track preventive maintenance schedules (PPM) and coordinate service appointments with clients.

  • Handle general administrative tasks such as correspondence, filing, and other miscellaneous duties.

• QHSE (Quality, Health, Safety & Environment):

  • Maintain a strong commitment to your own health and safety, as well as the safety of others.

  • Actively participate in company initiatives to improve workplace safety.

  • Follow all health and safety instructions and procedures.

  • Report any accidents, injuries, or safety concerns promptly.

The Ideal Candidate

We believe you possess the following qualifications:

• High school diploma or equivalent qualification.

• 3-4 years of experience in an administrative role (preferably facilities management).

• Excellent written and spoken English communication skills.

• Strong organizational skills and time management abilities.

• A genuine desire to help others and provide exceptional customer service.

• Proficiency in computer skills, including spreadsheets and word processing software.

• Knowledge of administrative procedures and record-keeping best practices.