Maintenance Coordinator

Roles and responsibilities

Develop, prepare, and manage AMCs, ensuring they meet operational and financial goals.

• Prepare cost estimates, proposals, and contract agreements for maintenance and renovation projects.
• Evaluate contract bids and provide recommendations based on technical and financial factors.
• Coordinate contractors, vendors, and internal teams to ensure smooth project execution.
• Track and manage AMC records and renewals, ensuring compliance with local regulations and international standards.
• Oversee contractor performance, ensuring compliance with SLAs and KPIs.
• Monitor costs and ensure budget adherence, identifying cost-effective solutions.
• Ensure health and safety compliance for all maintenance operations.
• Maintain accurate AMC documentation and assist with reporting on performance and key metrics.

Any other ad hoc administrative duty as requested by the Line Manager or Management staff.

Qualifications & Education

Bachelor's Degree in Engineering, preferably in Mechanical, Electrical, or Facilities Management-related fields.

Experience

• Minimum of 3+ years of proven experience in facilities management, with at least 2 years of direct experience managing AMCs in a real estate industry.
• Strong understanding of maintenance management, contractor coordination, and project execution.

• Developing Maintenance Plans and Schedules:

  • Create annual maintenance schedules for equipment, machinery, and facilities to ensure they are operating efficiently and are serviced regularly.
  • Plan for regular inspections, preventive maintenance, and necessary repairs.
  • Coordinate with departments or external vendors to schedule maintenance without interrupting business operations.

• Supervising Maintenance Activities:

  • Oversee the execution of maintenance tasks, ensuring that they are carried out according to the plan.
  • Ensure that all work is completed on time and within budget.
  • Monitor and assess maintenance team performance, providing guidance and support when needed.

Desired candidate profile

1. Organizational Skills

• Scheduling and Planning: Ability to create detailed maintenance schedules, ensuring that regular maintenance is carried out without disrupting operations.
• Time Management: Effectively managing the timing of maintenance tasks, balancing urgent issues with routine checks and repairs.

2. Technical Knowledge

• Understanding of Systems: A solid understanding of the equipment, machinery, or infrastructure being maintained.
• Preventive Maintenance: Knowledge of the maintenance practices needed to prevent failures and extend the operational lifespan of equipment.
• Troubleshooting: Ability to diagnose and address technical issues or breakdowns as they arise.

3. Communication Skills

• Reporting and Documentation: Effectively communicating maintenance plans, work orders, and updates to management and other stakeholders.
• Team Coordination: Ability to work with and coordinate a team of maintenance staff, contractors, or vendors to ensure that maintenance tasks are completed on time.

4. Problem-Solving

• Issue Resolution: Quickly addressing maintenance-related issues, including emergency repairs, and minimizing downtime.
• Resource Allocation: Efficiently allocating resources (personnel, equipment, and materials) to carry out maintenance activities.

5. Attention to Detail

• Inspection and Monitoring: Conducting thorough inspections and ensuring that all maintenance tasks, large or small, are completed according to the standards and specifications.
• Record Keeping: Maintaining detailed records of maintenance activities, repairs, and costs to track the performance and longevity of equipment.

6. Knowledge of Safety Standards

• Safety Compliance: Ensuring that maintenance tasks are performed in compliance with safety regulations to prevent accidents and hazards.
• Risk Management: Identifying and mitigating risks that could arise during maintenance activities or from faulty equipment.

7. Vendor Management

• Contractor Coordination: Managing third-party contractors or service providers for specialized maintenance tasks.
• Supplier Relationships: Managing relationships with suppliers for parts and materials, ensuring the timely delivery of necessary components.