Maintenance Administrative Officer at LSG Sky Chefs Things Remembered Services FZE

Role Purpose Statement

• The job incumbent will be responsible for providing administrative and logistical support to the maintenance department.
• The role ensures efficient coordination of maintenance schedules, inventory management, compliance documentation, and communication between the maintenance team and other departments within the CSC.
• The Maintenance Administrator will ensure that maintenance operations are well-organized, timely, and compliant with LSG Sky Chefs and industry regulations.

Key Responsibilities
Administrative Support:

• Assist in scheduling and tracking maintenance activities for all equipment, machineries and vehicles.
• Maintain accurate records of repairs, servicing, and preventive maintenance schedules.
• Prepare and update maintenance logs, ensuring compliance with aviation safety and regulatory requirements.
• Organize and manage maintenance reports, work orders, and relevant documentation, making use of reports on Kaizapp.

Inventory Management:

• Track and monitor inventory of maintenance supplies, spare parts, and equipment.
• Liaise with the Procurement and receiving team to coordinate the ordering, receiving, and issuance of parts and tools for the maintenance team.
• Maintain records of stock levels and ensure the timely procurement of necessary items to avoid operational delays.

Compliance and Documentation:

• Ensure all maintenance activities meet industry regulations, including health and safety standards, particularly in aviation and catering environments.
• Maintain up-to-date records of certifications and inspections required for equipment and tools.
• Liaise with regulatory bodies and auditors to ensure compliance with aviation and catering safety standards.

Preventive Maintenance

• Input all preventive maintenance schedule for all equipment, trucks, water treatment plants and other machineries into the MaintainX.
• Ensure all maintenance tasks are aligned with manufacturer recommendations, safety standards, and industry best practices.
• Plan and schedule preventive maintenance activities to avoid disruption to operations, ensuring minimal impact on daily activities.
• Liaise with Operations department, outsourced engineers, maintenance team and other relevant departments to coordinate maintenance tasks and ensure smooth workflow.
• Alongside the Maintenance Manager, inspect maintenance tasks carried out by the internal team, and vendors during preventive maintenance tasks to ensure work is carried out effectively and safely.

Coordination & Communication:

• Serve as the main point of contact between the maintenance department and other departments.
• Communicate maintenance schedules, downtimes, and any disruptions to the relevant departments to minimize operational impact.
• Provide regular updates to management on maintenance progress and highlight any areas requiring attention.

Work Order Management:

• Log, assign, and track all work orders for repairs and servicing.
• Prioritize urgent repairs and monitor progress to ensure timely completion.
• Follow up on incomplete or pending work orders and communicate their status to relevant stakeholders.

Data Entry and Reporting:

• Accurately enter and maintain data related to equipment, parts, and services in MaintainX.
• Prepare and distribute reports on maintenance activities, costs, and equipment performance to management.
• Analyze trends in equipment breakdowns or repairs to provide suggestions for operational improvement.
• Recommend upgrades or adjustments to equipment and systems to enhance reliability and performance.

Vendor Management:

• Liaise with external vendors and service providers for repair and maintenance contracts.
• Assist in negotiating and reviewing service agreements and contracts to ensure best value for the company.
• Track and follow-up with the process invoices and payments for maintenance services and parts.

Key Performance Indicators (KPI)

• 95% of work order processed within a 24-hour period.
• 90% inventory accuracy and 100% availability of critical maintenance parts.
• 90% of scheduled maintenance tasks completed as planned.
• 100% of documentation accurately completed and updated.
• 95% of invoices processed within 5 working days.
• 90% of internal emails and communication requests responded to within 24 hours.
• 10% reduction in downtime caused by maintenance delays or scheduling issues.
• Stay within the allocated maintenance budget, with cost savings where possible.

Skills & Competence Required

• B.Eng. in Electrical Engineering or any related field.
• 2+ years of administrative experience in a maintenance, engineering, or facility management environment.
• Experience in the aviation or catering sector is preferred.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Knowledge of maintenance management systems or software.
• Attention to detail and ability to maintain accurate records.
• Familiarity with aviation safety regulations and compliance is a plus.
• Proactive and ability to work independently with little or no supervision.
• Strong problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Team player with good interpersonal skills.
• Standard working hours but may require flexibility depending on maintenance needs or urgent repairs.