Maintenance Support Administrator
| Job Title: | Maintenance Support Administrator |
| Salary Range: | £30,000 - £35,000 per annum |
| Responsible To: | Head of Maintenance |
1. Job Summary
The Maintenance Support & Procurement Administrator will provide high-quality support to our Estates team, focusing on maintenance and procurement. The role involves handling numerous phone calls and emails, often related to problem resolution. The post holder will coordinate jobs with the maintenance team, assess issues, and update all reactive jobs in our CAFM system, ensuring work orders are current and providing necessary reports.
Key responsibilities include managing maintenance contracts and maintaining up-to-date records. Additionally, you will plan, develop, and procure materials, goods, supplies, and equipment costeffectively, adhering to company quality standards and policies.
2. Operational Tasks
Help Desk Management: Oversee the Help Desk, report and assign reactive maintenance work orders, ensuring data accuracy in the CAFM system.
Maintenance Coordination: Ensure accurate and complete job paperwork, providing maintenance KPI and service level reports.
Contract Management: Keep all maintenance contracts up to date in the CAFM system.
System Optimization: Maximize CAFM system use and suggest improvements.
Contractor Liaison: Ensure timely closure of work orders with contractors.
Stock Management: Monitor, control, and track stock with the Estates team.
Procurement: Assist in Sourcing, negotiating where necessary, and manage supplier contracts for the best quality, price, and terms.
Supplier Relations: Follow up with suppliers, address delays, research new products, and maintain strong vendor relationships.
3. Key Values
In addition to undertaking the duties as outlined above, the post holder will be expected to adhere to the following:
Organisational Values
To behave in accordance with the organisation’s values or Respect, Integrity, Community and Excellence.
Equality & Diversity
To act in accordance with the Organisations Equality & Diversity Policy, which is designed to prevent discrimination of any kind.
Health & Safety
Ensure that all duties are carried out in line with the Organisation’s Health & Safety Policy.
Risk Management
Kisharon Langdon
The Jewish Learning Disability &Autism Community
Responsible for reporting complaints, incidents and near misses through the appropriate reporting procedures.
Responsibility for attending health & safety training as required.
Responsibility for assisting with risk assessments.
4. Note
This job description outlines the roles, duties and responsibilities of the post. It is not intended to detail all specific tasks. Kisharon Langdon reserves the right to alter the content of this job description to reflect the changing needs of the organisation, but is a correct reflection of the main duties of the post at the time of writing.
5. Acceptance
I agree to undertake the duties of the job in accordance with the above.
Signed: …… …….. (Post Holder)
Name: …… ………. (Print)
Date: ……
Signed: ……… …….. (Line Manager)
Name: … ……. (Print)
Date: …
This document is to be signed and returned to the HR Department on your appointment and/or at the review point for Langdon Job Descriptions. The signed copy will be retained on your Personnel File.
PERSON SPECIFICATION
Maintenance Support & Procurement Administrator
| Essential | Desirable | |
| Knowledge & Experience | Proficient in MicrosoftOffice and general IT Skills | Experience in help deskwithin FM/Maintenance |
| Communication PeopleSkills | Excellent communicationand relationship-buildingskillsAbility to buildrelationships with internaland external sources | Positive and proactiveattitude |
| Organisation Skills | Adaptability to managechange as neededStrong prioritisationabilitiesAttention to detail | Capability to workindependently and as partof a team |
| Specialist Skills | Awareness of upcomingtrends | |
| Other | ● Commitment to theorganisation's ethos andaims, and the ability torespect, support, promoteand work within a Jewishethos.● Acceptance of andcommitment to theprinciples underlying theorganisation's Equality &Diversity and Health &Safety Policies. | Self-motivated, problemsolving and able to workunder pressureStrong analytical thinkingskillsWillingness to handledifficult situationsFlexibility and openness tochange |