Administrative Coordinator – Maintenance

About the role

The Administrative Coordinator provides essential administrative and coordination support to the Maintenance Department, ensuring maintenance activities, documentation, reporting, purchasing, and communication are organized and completed efficiently across the company's hotel and restaurant properties. The role works closely with the Director of Maintenance, property maintenance teams, suppliers, contractors, and other departments to ensure smooth day-to-day administration and follow-up of maintenance operations.

Key responsibilities

• Provide daily administrative support to the Maintenance Department and Director of Maintenance.
• Coordinate maintenance requests, work orders, schedules, and follow-ups across properties.
• Maintain accurate records of preventive and corrective maintenance activities.
• Track outstanding maintenance issues and ensure timely follow-up with responsible teams.
• Prepare weekly and monthly maintenance reports, including work orders, completion rates, costs, and outstanding issues.
• Maintain organized records of equipment, assets, warranties, service contracts, inspections, and maintenance history.
• Coordinate meetings, site visits, inspections, and travel arrangements for the maintenance leadership team.
• Assist with the preparation and monitoring of maintenance budgets and CAPEX documentation.
• Support purchase requests, purchase orders, invoices, quotations, and supplier documentation.
• Coordinate with Finance, Procurement, HR, Operations, and property teams regarding maintenance-related matters.

About you

• Minimum 2–3 years of administrative, coordination, or office management experience.
• Experience in hotel, restaurant, hospitality, engineering, maintenance, facilities, or property management is highly preferred.
• Strong organizational and coordination skills.
• Excellent attention to detail and ability to manage multiple tasks simultaneously.
• Strong knowledge of Microsoft Office, particularly Excel, Word, and PowerPoint.
• Experience with maintenance management systems, ERP, procurement, or work-order systems is an advantage.
• Good written and verbal communication skills.
• Able to coordinate effectively with teams across different locations.
• Comfortable working with invoices, quotations, purchase orders, reports, and operational documentation.
• Willingness to travel occasionally to company properties when required.