Maintenance Office Coordinator

• *Department:** Maintenance / Engineering
• *Experience:** 2–5 Years
• *Qualification:** Graduate (Engineering / Commerce / Administration)
• *Employment Type:** Full\-Time

Key Responsibilities1\. Site Coordination \& MIS Reporting

• Coordinate with multiple work sites to monitor ongoing maintenance activities.
• Prepare and circulate daily/weekly maintenance progress reports.
• Maintain departmental MIS reports for management review.
• Track key performance indicators such as turnaround time, pending backlog, maintenance costs, and vendor performance.

2\. BOQ \& Work Order Management

• Prepare Bills of Quantities (BOQs) in coordination with site/project Engineers.
• Ensure BOQs are accurate, complete, and aligned with approved work scopes.
• Draft and issue work orders based on approved BOQs and specifications.
• Maintain a centralized work order register and track work orders until closure.

3\. Finance \& Contractor Payment Coordination

• Coordinate with Finance for timely processing of contractor/vendor payments.
• Verify contractor bills against approved work orders, BOQs, and work completion status.
• Follow up with concerned departments for payment approvals and documentation.

4\. Work Completion Certification

• Prepare Work Completion Certificates after verification of completed maintenance activities.
• Coordinate with site Engineers/site\-in\-charge for inspection and necessary sign\-offs.
• Maintain records of approved completion certificates.

5\. Stakeholder \& Approval Coordination

• Coordinate with Engineering, Finance, Administration, Procurement, and other stakeholders.
• Follow up on pending approvals to avoid delays in maintenance activities.
• Ensure smooth communication and timely closure of departmental requirements.

6\. Maintenance Ticket \& Preventive Maintenance Monitoring

• Monitor maintenance tickets and service requests from initiation to closure.
• Track pending and aging tickets and escalate unresolved issues.
• Monitor SLA compliance and turnaround time.
• Coordinate preventive and planned maintenance schedules and track completion.

7\. Vendor, Contractor \& Documentation Management

• Maintain an updated database of empaneled contractors, rate contracts, work categories, and performance records.
• Maintain centralized documentation of BOQs, work orders, completion certificates, bills, and correspondence.
• Coordinate collection and renewal of contractor compliance documents, including insurance, safety certifications, and statutory records, wherever applicable.

8\. Budget, Inventory \& Administrative Support

• Assist in monitoring maintenance expenditure against the approved departmental budget.
• Track budget variances and highlight cost deviations.
• Coordinate with Stores and Procurement for maintenance material availability and inventory requirements.
• Schedule maintenance review meetings and circulate meeting minutes and action trackers.

Educational Qualification \& Experience

• Bachelor's degree in Engineering, Commerce, or Business Administration preferred.
• Diploma holders with relevant experience may also be considered.
• 2–5 years of experience in maintenance administration, facilities coordination, engineering coordination, MIS reporting, or procurement\-support functions.
• Working knowledge of BOQ preparation, work orders, vendor billing, and basic finance coordination.
• Proficiency in MS Excel, MIS reporting, and documentation management.
• Familiarity with ERP systems, CMMS, or maintenance ticketing systems will be an added advantage.

Key Skills \& Competencies

• Strong MS Excel and MIS reporting skills.
• Basic understanding of BOQ, work orders, and contractor billing.
• Excellent coordination and follow\-up abilities.
• Strong written and verbal communication skills.
• Good documentation and record\-management capabilities.
• Ability to coordinate with multiple sites and departments simultaneously.
• Attention to detail and analytical thinking.
• Ability to track deadlines, escalate pending issues, and ensure timely closure.

Pay: ₹10,000\.00 \- ₹20,000\.00 per month

Work Location: In person