Maintenance Administrator at One&Only Resorts

Job Summary

• Under the general supervision of the Executive Manager Maintenance, deals with the management of all administrative works of the Maintenance Department.

Key Duties and Responsibilities

• Prepare reports as required.
• Does all administration work including staff time sheets.
• Stock and OE control and orders
• Coordinate the arrival room checks and communicate effectively between housekeeping and the maintenance colleagues.
• Is responsible for proper filing system, especially for the Executive Manager, Maintenance.
• Constantly suggest new creative ideas for constant improvement of the Maintenance Department.
• Follow up on all the correspondences for the Executive Manager, Maintenance.
• Maintain confidentiality of all information of the resort.
• Is willing to perform any other tasks/functions in Maintenance Department and works as a team with other colleagues.
• Perform any additional duties and/or special projects, as may be requested by the Executive Manager, Maintenance
• Stay updated with developments in the field of engineering administration functions.
• Keep abreast with employee welfare concerns and career development/succession plans.
• Is responsible for the drafting and the typewriting of memos, mails, electronic messages and other documents and reports/ratios, in the respect of the hot line of the company
• Ensure a better communication between the Maintenance Department and all other Departments in the resort and with guest
• Communicate and collaborates with the external/consulting contractors, and supplier
• Complete tasks of staff management, administrative and socia
• Communicate and collaborate effectively with the other services
• Take part in the meetings of the Maintenance Department
• Is responsible for writing down the minutes of meetings, and distribution of the files
• Is responsible for the maintenance of the engineering files, their follow-up, appointments with the management, and follow up on all phone calls for the Executive Manager, Maintenance
• Follow up on all plans of classification
• Is responsible for requisitions and takes care of all the office equipment
• Is responsible for cleanliness of the space office and its maintenance, at all times
• Attend and participate in team events.
• Participate in required training related to the job.
• Ensure correct orientation and training for new employees in the department.
• To effective communicate and maintain a favorable working relationship with colleges at all levels.
• Is responsible for the people soft requisitions for the department.
• Assure professional attitude towards guest and colleges at all times. 
• To provide an effective structure for communication within the department at all levels. 
• Lead by example, inspire and motivate those around through enthusiasm and inspire and guide others to make their decisions based on the organizations values and overall direction, keeping the Company’s goals in mind.  
• Report incidents of breakages, equipment repair and maintenance to Department Head.
• To be conscious and responsible regarding energy and water conservation
•   To ensure that company and statutory hygiene standards are maintained in all work areas.
• To be fully aware about all health and safety, fire and emergency procedures
• Responsible to report any potential hazardous situations within the work place.
• Maintain a high standard of appearance and grooming at all times, as per One&Only standard. Maintains highest levels of personal hygiene at all times.
• Apply and adhere to rules and regulations as per employee handbook, departmental and resort policies and procedures, including those for the emergency situations
• Develop and maintain an understanding of the overall organization’s mission, vision and values.
• At all times to project a favorable image of One&Only Cape Town and One&Only Resorts to the public.
• Practice proper telephone etiquette with colleagues and resort’s guests.
• Ensure all activities are carried out honestly, ethically and within the parameters of the South African Law.

Skills, Experience & Educational Requirements

• Fluent in written and spoken English, other languages are a distinctive advantage
• To be able work well under pressure
• 2 year experience in a similar capacity
• Should be positive and flexible to different duties and able to work shifts.
• Computer literate (Microsoft office, Opera)