Location: Moorabbin, Melbourne VIC
Employment Type: Full-Time | Monday to Friday
Industry: Commercial & Industrial Construction and Maintenance

MAINTENANCE ADMINISTRATOR - FULL TIME

Location: Moorabbin, Melbourne VIC
Employment Type: Full time | Monday to Friday
Industry: Commercial & Industrial Construction and Maintenance

Join Our Growing Team

Our team is looking for an experienced, organised and proactive Maintenance Administrator to join our growing team

Specialising in commercial and industrial construction, building maintenance, joinery and specialised project works. Our Maintenance Department is a key part of our business and continues to experience strong growth, servicing a diverse range of commercial and industrial clients throughout Melbourne CBD and surrounding suburbs.

We are seeking a reliable, motivated and detail-oriented Maintenance Administrator to support the day-to-day operations of our busy Maintenance Department.

This is a full-time, office-based position, Monday to Friday, located at our head office in Moorabbin.

The successful candidate will play an important role in coordinating maintenance administration, supporting our technicians and subcontractors, liaising with clients and ensuring the efficient delivery of maintenance services as well as general office administration duties.

Key Responsibilities

Maintenance Administration & Job Coordination

- Manage incoming customer enquiries, including answering telephone calls and responding to emails in a timely and professional manner.
- Create, update and maintain job records, documentation and progress updates using Ascora.
- Liaise with clients, maintenance technicians, subcontractors,



suppliers and tenants regarding job requirements access arrangements and progress updates.
- Prepare, issue and follow up customer quotations.
- Follow up outstanding client purchase orders and ensure relevant approvals are received.
- Coordinate site access requirements, including completion and submission of access forms and relevant documentation.
- Follow up technicians and subcontractors to obtain completion details, photographs, service reports and associated job documentation.
- Prepare and distribute service cards, completion reports and other client documentation.
- Update and maintain client portals, service records and internal databases.

Invoicing & Accounts Administration

- Prepare and process invoices for completed maintenance works.
- Process supplier and subcontractor invoices, including matching invoices against purchase orders and job records.
- Assist with general accounts administration and accurate data entry.
- Monitor outstanding debtors, issue customer statements and follow up overdue payments.
- Maintain accurate financial and job-related records.

Subcontractor Compliance & Site Administration

- Request, review and maintain Safe Work Method Statements (SWMS) from subcontractors prior to works commencing.
- Coordinate employee and subcontractor site inductions,



including monitoring induction expiry dates and renewals.
- Request, review and maintain subcontractor insurance certificates and compliance documentation.
- Monitor insurance expiry dates and follow up renewals to ensure subcontractor records remain current.
- Assist with maintaining compliance registers and other required site documentation.

Purchasing, Equipment & Inventory Management

- Source and order materials, equipment and supplies as required.
- Liaise with suppliers regarding pricing, availability, delivery schedules and outstanding orders.
- Monitor and maintain company tool and equipment inventory registers.
- Coordinate servicing, inspections and maintenance requirements for company tools and equipment.
- Assist with monitoring and maintaining adequate stock levels for maintenance operations.

General Office & Staff Administration

- Provide general administrative support to the Maintenance Department and wider office team.
- Maintain staff uniform records, coordinate distribution and monitor stock levels.
- Monitor and replenish personal protective equipment (PPE) and first aid supplies.
- Assist with general office upkeep, stationery ordering and kitchen consumable replenishment.
- Coordinate weekly office fruit orders and other general office requirements.
- Maintain accurate filing systems, spreadsheets and company records.
- Undertake additional general administrative duties as required to support the smooth operation of the business.

About You

We are looking for someone who is highly organised, enjoys working in a fast-paced environment and ta

📌 MAINTENANCE ADMIN POSITION (Melbourne)
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📍 Melbourne