Admin Executive ( Project & Maintenance Dept)

Role & responsibilities

1. Maintenance Data Management

• Maintain and update daily records of maintenance activities.
• Provide regular updates to supervisors on work progress, issues and requirements.

2. Documentation & Filing

• Organize and manage both physical and digital maintenance documents.
• Maintain accurate records in company databases.

3. Billing & Invoice Processing

• Prepare invoices, track payments, and coordinate follow-ups with the accounts team.
• Ensure timely processing of bills related to maintenance and services.

4. Internal Coordination

• Log and follow up on maintenance-related requests from other departments.
• Liaise with internal stakeholders to ensure timely issue resolution.

5. Call Handling & Administrative Support

• Attend incoming calls and respond to queries efficiently.
• Assist with other administrative tasks as required.

6. SAP System Operations

• Input and manage maintenance-related data in SAP, including purchase orders and payment entries.

7. Vendor & Service Provider Coordination

• Coordinate with vendors and service teams (e.g. Pest controls, Housekeeping,AC and plantation).
• Track material deliveries and service requests, ensuring timely execution.

8. Help Desk Support

• Handle queries through the help desk and requisition system, ensuring proper documentation and resolution.

9. AMC Renewal & Coordination

• Track AMC due dates for all equipment and services.
• Coordinate renewal processes, documentation, and vendor negotiations to ensure uninterrupted service.
• Maintain a calendar for AMC expiry and follow up proactively with vendors and internal departments.

Preferred candidate profile

Experience in maintenance support activities, vendor coordination, billing and AMC management preferred.

Proficiency in MS Office

Strong communication skills.