Maintenance Administrator – Hospitality Sector

About the role

The Maintenance Administrator will provide essential administrative, procurement and operational support to the Maintenance Department of a leading hospitality group. This role ensures maintenance activities are coordinated efficiently, recorded accurately and aligned with company policies across multiple hotel and resort properties.

Key responsibilities

• Obtain supplier quotations and actively follow up on outstanding submissions.
• Raise Purchase Orders in line with procurement policies and approval procedures.
• Verify invoices against approved Purchase Orders and investigate discrepancies.
• Coordinate contractor appointments and monitor outstanding works.
• Update project trackers and Gantt charts, reporting progress, delays and actions to the Maintenance Manager.
• Maintain accurate records in MaintainX, including assets, warranties, statutory inspections and expiry dates.
• Monitor and analyse MaintainX KPIs, work‑order performance and other maintenance metrics.
• Prepare regular reports on departmental performance, team productivity and outstanding actions.
• Maintain Time and Attendance records and support payroll administration when required.
• Track and resolve maintenance issues raised via MOD reports, Guest Relations, internal feedback and social media platforms.
• Ensure procurement documentation and departmental records comply with audit requirements.
• Liaise with suppliers, contractors, heads of departments and other internal stakeholders.

Required profile

• Previous experience in an administrative, procurement or maintenance‑support position (asset).
• Excellent organisational and administrative skills.
• Strong analytical abilities and attention to detail.

Required skills

• Proficiency with the MaintainX maintenance management system.