Maintenance Clerk

Job Summary

The Maintenance Clerk provides administrative and clerical support to the Engineering/Maintenance Department to ensure smooth daily operations. This role is responsible for maintaining accurate records, coordinating documentation, supporting maintenance teams, and managing overtime requisition forms and related records in compliance with hotel policies.

Key Responsibilities

Administrative & Clerical Support

• Maintain organized records for maintenance activities, work orders, preventive maintenance schedules, and service reports.

• Prepare, file, and update maintenance-related documentation both digitally and in hard copy.

• Assist the Maintenance Manager in daily administrative tasks and reporting.

Overtime & Workforce Documentation

• Manage and process team members’ overtime requisition forms accurately and in a timely manner.

• Verify overtime requests for completeness, accuracy, and proper authorization.

• Maintain overtime records and supporting documentation in accordance with hotel policies and labor regulations.

• Coordinate with HR and Payroll departments regarding overtime submissions and clarifications.

Coordination & Communication

• Act as a point of contact between maintenance team members, supervisors, and other hotel departments for administrative matters.

• Track attendance, duty rosters, and shift schedules as assigned.

• Support communication of maintenance updates, schedules, and notices to team members.

Inventory & Procurement Support

• Assist with tracking maintenance supplies, spare parts, and tools.

• Prepare purchase requisitions, follow up on approvals, and maintain supplier documentation as required.

Compliance & Reporting

• Ensure maintenance records comply with hotel standards, safety regulations, and audit requirements.

• Assist in preparing monthly reports related to maintenance activities, overtime, and manpower utilization.

Qualifications & Skills

• High school diploma or equivalent; diploma or certificate in administration or hospitality is an advantage.

• Previous experience in a clerical or administrative role, preferably in a hotel or facilities environment.

• Basic knowledge of maintenance operations is an advantage.

• Proficiency in MS Office (Word, Excel, email).

• Strong organizational and record-keeping skills.

• Attention to detail, especially when handling overtime and payroll-related documentation.

• Good communication and interpersonal skills.