Maintenance Administrator - Edenvale, South Africa - Signature Cosmetics & Fragrances

Signature Cosmetics & Fragrances
Signature Cosmetics & Fragrances
Verified Company
Edenvale, South Africa

1 month ago

Thabo Mthembu

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Thabo Mthembu

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  • Confirm and prioritise all planned maintenance with line manger
  • Arrange for planned maintenance as per approved maintenance schedule
  • Coordinate all planned maintenance with the service provider, Area Manager, store, and centre management
  • Make travel and accommodation arrangements and request the required work permits from mall management
  • Advice store on whether an external service provider will be allocated to perform the maintenance job or whether it will be performed inhouse
  • Maintain an updated list of approved service providers per store
  • Maintain a data base of service providers including history of maintenance, highlight concerns and pick up trends
  • Monitor Maintenance Tacker received from Area Managers and obtain approval from line manager to schedule required maintenance
  • Obtain quotations from local suppliers and contractors for approval by line manager.
  • Open a folder per store on the share drive and ensure that all documentation is filed including completed checklists, COC, invoices and proof of payment
  • Maintain accurate spreadsheet on all maintenance performed per store including job cards, invoices, payments, deposits, guarantees etc
  • Follow up with landlord for required approvals and service providers for confirmation of when maintenance will be carried out, and actual completion date
  • Forward all invoices to line manager for approval
  • Process approved invoices for payment and ensure on time payment is made
  • Ensure all maintenance is scheduled in order to meet compliance requirements e.g. fire extinguisher, air conditioners, pest control
  • Ensure all stores have copies of compliance certificates
  • Identify which maintenance claims are insurance related, within guarantees etc. and action accordingly
  • Compile information on claims including whether the cost is for the company or Centre Management account, obtain quotes and submit insurance claims to line manager for processing
  • Respond to queries, provide relevant advise and escalate as and when required
  • Request stores to forward all evidence of maintenance required including but not limited to photos, videos, statements etc.


  • Grade 12 or related qualification required
  • Qualification in Office Administration or similar is required
  • Minimum 3 years experience in property maintenance an advantage
  • Minimum 3 years working in a maintenance administration role including the issuing of job cards, and maintenance of a supplier data base
  • Working knowledge of equipment, materials, and supplies used in facilities and property management including but not limited to air conditioning, electrical installations, fixtures, fittings, and carpentry

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