Overview of Job Requirements:

We are seeking a highly skilled and experienced Maintenance Administrator to support our business.

Maintenance Administrator will be responsible for overseeing and coordinating all maintenance activities within our organization. This role requires a proactive individual who can manage multiple tasks simultaneously and ensure that all maintenance operations are carried out efficiently and effectively.

The Maintenance

Administrator will work closely with the maintenance team, contractors, and other departments to ensure that all equipment and facilities are well-maintained and in valuable working order.

Key responsibilities include scheduling maintenance tasks, managing maintenance records, coordinating with vendors, and ensuring compliance with safety regulations. This is a critical role that ensures the smooth operation of stores throughout the United Kingdom and contributes to the overall success of our organization.

You must be able to:

- Keep a level head
- Have excellent people skills with contractors and team members
- Liaise with contractors and stores with confidence
- Understand costs and invoices
- Work to strict time scales
- Work as part of a team

Key Responsibilities:

Maintenance:

- Schedule and coordinate maintenance tasks and activities.
- Maintain accurate records of all maintenance activities.
- Coordinate with vendors and contractors for maintenance services.
- Ensure compliance with safety regulations and standards.
- Monitor and manage maintenance budgets and expenses.
- Respond to maintenance requests and issues in a timely manner.
- Prepare and present maintenance reports to management.
- Ensure that all maintenance tools and equipment are in good working order.
- Manage inventory of maintenance supplies and materials.
- Coordinate with other departments to ensure smooth operations.
- Implement preventive maintenance programs.
- Handle emergency maintenance situations effectively.
- Evaluate and recommend improvements to maintenance processes.
- Ensure that maintenance activities do not disrupt business operations.
- Maintain a safe and clean work environment.
- Stay updated with the latest maintenance technologies and practices.




- Assist in the planning and execution of facility upgrades and renovations.

Servicing & Compliance:

- Oversee and manage all reports relating to the regular servicing and assessment of equipment across the estate, including but not limited to:
- Pest control (e.g. Rentokil)
- Oven servicing
- Refrigeration and makeline servicing
- Review incoming service and compliance reports in detail, checking for accuracy, completeness, and any flagged issues.
- Assess each report to determine whether remedial or follow-up actions are required, and ensure these are logged and progressed as a priority.
- Ensure all compliance visits are carried out within the recommended timeframe and that associated certificates are issued accordingly.
- Upload all compliance certificates to relevant databases and save copies to the appropriate store folder.
- Maintain accurate, up-to-date records of compliance status across all sites.
- Escalate any critical, high-risk, or repeated non-compliance issues to relevant stakeholders in a timely manner.
- Organize follow-up action arising from compliance inspections.

Invoicing:

- Checking all incoming invoices for accuracy i.e. correct amount, job ID, store name, company address etc.
- Cross referencing and approving all invoices with relevant job ID, compliance logs, service logs etc.
- Scanning, saving, and processing all invoices onto SK Portal within the current pay run period.
- Querying any invoices with contractors and/or suppliers which dont match up to logged jobs or which contain the wrong information

Costings:

- Keeping up-to-date and report via database and spreadsheets on monthly costings, creating and producing reports to Head of Maintenance
- Making cost comparisons and seeking most cost effective if required.

Keyholders:





- Ensuring keyholder information is correct and updated as and when required on relevant database and communicated to all relevant parties.

Business Rates:

- Managing and monitoring the national non-domestic rate bills for all stores for both Dominos and Tim Hortons, ensuring all data is logged accurately, and files kept up-to-date.
- Contacting councils where needed to request up-to-date information and to set up direct debit payments. Processing all incoming mail relating to business rates.

General:

- Organizing follow up action from compliance inspections.
- Provide support to the Team Leader with the store diary management, estate management, and day-to-day estate administrative tasks.
- Provide an estates administrational support facility to Team Leader.
- Updating and maintaining all the property portfolio data.
- Strictly adhering to the service and compliance process for all existing stores to ensure they are compliant with legal requirements and/or legislation.

Other:

- Setting up services at new sites.
- Assist in Setting up new service contracts with new service providers.
- Advising on new PPM’s which require to be put in place based on common failures.
- Obtaining quotes and ordering equipment/furniture for both management requests or for new openings.
- Ensuring all equipment is available, delivered and installed in line with a project timeline.
- Making cost comparisons and seeking most cost effective if required.
- Any other duties as reasonably requested by the business which may not be part of your day to day role.

Experience & Skills Required

- Minimum 3 years previous experience in a similar role.
- Strong knowledge of MS Office (Excel, Word, Power Point)
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Fluent in English Language
- Ability to work well under pressure and meet deadlines.
- Strong problem-solving skills.
- Attention to detail and accuracy.
- Experience in coordinating with vendors and contractors.
- Ability to handle emergency maintenance situations.
- Ability to prepare and present reports

Job Type: Full Time, 5 Days in a week Rotational Pattern including weekends Location: Remote Working based in India.

Salary: 6 Lakhs INR.

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