Administrative Assistant - Maintenance

Job DescriptionWe are seeking a diligent and versatile Administrative Assistant to support the Administrator and ensure the efficient operation of the Maintenance Department. This role involves a variety of administrative and coordination tasks including report preparation, document management, procurement support, and interdepartmental communication. The ideal candidate will be detail-oriented, highly organized, and able to multitask effectively in a fast-paced environment. Key Responsibilities Planning and SchedulingAssist the Maintenance Manager with day-to-day administrative duties. Organize and maintain departmental documents and records, both physical and digital. Ensure compliance with internal policies and procedures. Draft reports, memos, and other documentation as required.

Visit work sites to gather updates and relay them to the Maintenance Manager. Coordinate with other departments to support project and task requirements. Report Preparation and DocumentationPrepare accurate and timely reports related to procurement, operations, and administration. Generate monthly, quarterly, and annual reports as needed. Maintain systematic and accessible records of all reports and correspondence. Procurement and OrderingOrder Maintenance Department items / requests and raise purchase requests in the ERP system. Coordinate with Stores regarding Maintenance Department orders and stock requirements. General Office AdministrationMaintain and update administrative records, files, and logs. Monitor office supplies and arrange for replenishment as necessary.

Track employee attendance and assist in daily task scheduling. Provide support for special projects and other departmental needs. Additional DutiesPerform other tasks and responsibilities as assigned by the Maintenance ManagerQualifications Diploma in Administration, Information Technology, or Human Resources. Additional certifications in office management or administrative support are an advantage. Strong Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). Strong Microsoft Excel skills for data analysis and reporting. Proficiency with Microsoft Office 365 Online Email Client and other applications such as Teams, MS Planner. Excellent interpersonal skills. Additional Information