### JOB DESCRIPTION – FM / MAINTENANCE ADMINISTRATOR

**Key Responsibilities:**

1. Receive, log, coordinate and dispatch maintenance service requests and tenant complaints, ensuring timely follow-up and closure.
2. Liaise with FM Administrators, Coordinators, Supervisors, tenants and relevant departments for planned and corrective maintenance activities.
3. Coordinate **Preventive Planned Maintenance (PPM), corrective maintenance and contractor call-outs**, ensuring timely completion.
4. Manage procurement activities including obtaining comparative quotations, preparing RFAs, securing approvals, raising and closing LPOs.
5. Coordinate with external contractors and suppliers for **Annual Maintenance Contracts (AMC)**, service agreements and contract renewals.
6. Coordinate tenant **move-in and move-out activities** for residential and commercial properties in consultation with the Leasing Department.
7. Maintain and update databases for contracts, subcontractors, preferred suppliers, market prices, purchase orders and maintenance records.
8. Monitor spare parts and stock levels, ensuring minimum/maximum stock requirements are maintained and materials are available as required.
9. Receive and process supplier/contractor invoices in coordination with the Finance Department and ensure proper supporting documentation.
10. Assist in coordinating subcontractors, suppliers, material deliveries and other maintenance-related activities.
11. Prepare operational reports, provide information for audits and maintain accurate records and documentation.
12. Perform general administrative duties including data entry, filing, document control, correspondence, meeting arrangements and maintaining calendars.
13. Attend routine operations meetings, prepare and distribute meeting minutes, and follow up on assigned action points.
14. Maintain relevant **HR and team records**, office supplies and stationery, ensuring smooth day-to-day administrative operations.
15. Perform any other duties and responsibilities assigned by the Manager/Superiors in support of efficient Facilities Management operations.

### KEY SKILLS

* Strong knowledge of **Facilities Management, maintenance coordination and service request management**.
* Good **procurement and vendor management skills**, including quotations, RFAs, LPOs and invoice processing.
* Excellent **coordination and communication skills** with tenants, contractors, suppliers and internal departments.
* Proficient in **MS Office, data management, reporting and documentation control**.
* Strong **organizational, time-management and multitasking skills**, with the ability to prioritize urgent maintenance requirements.
* Good **problem-solving, follow-up and record-keeping skills**, with attention to accuracy and detail.