db Group is Malta’s leader in the hospitality and leisure sector, operating renowned hotels such as db Seabank Resort & Spa and db San Antonio Hotel & Spa, together with a diverse portfolio of restaurant brands including AKI, Amami, Nine Lives, and international names such as Starbucks and Hard Rock Hotel & Café. We are recognised for our commitment to quality, innovation, and exceptional guest experiences across all our properties.

As we continue to grow, we are looking for an organised and detail-oriented professional to join our Maintenance team in the role of Maintenance Administrator.

This is an exciting opportunity for an individual with strong administrative, procurement and analytical skills who can support the efficient coordination of maintenance activities across our properties.

Maintenance Administrator

As Maintenance Administrator, you will provide administrative, procurement and operational support to the Maintenance Department. You will ensure that maintenance activities are efficiently coordinated, accurately recorded and carried out in line with company policies and procedures.

The role will also involve monitoring departmental performance, supporting maintenance projects, maintaining accurate records and ensuring the timely follow-up of all maintenance-related matters.

Key Responsibilities

Obtain supplier quotations and actively follow up on outstanding submissions.
Raise Purchase Orders in accordance with the company’s procurement policies and approval procedures.
Verify invoices against approved Purchase Orders and investigate any discrepancies.
Coordinate contractor appointments and follow up on outstanding works.
Update project trackers and Gantt charts, reporting progress, delays and outstanding actions to the Maintenance Manager.
Maintain accurate records within MaintainX, including details relating to new assets, warranties, statutory inspections and expiry dates.
Monitor and analyse MaintainX KPIs, work-order performance and other maintenance metrics.
Prepare regular reports on departmental performance, team productivity and outstanding actions.
Maintain accurate Time and Attendance records and provide support with payroll administration when required.
Monitor and follow up on maintenance issues raised through MOD reports, Guest Relations, internal guest feedback and social media platforms until they are fully resolved.
Ensure that procurement activities, documentation and departmental records comply with company policies and audit requirements.
Provide timely updates and recommendations to the Maintenance Manager to support operational planning and continuous improvement.
Maintain organised and up-to-date departmental files and documentation.
Liaise effectively with suppliers, contractors, Heads of Departments and other internal stakeholders.

Requirements

Previous experience in an administrative, procurement or maintenance-support position would be considered an asset.
Excellent organisational and administrative skills.
Strong analytical and reporting abilities.
High attention to detail and accuracy.
Effective communication and follow-up skills.
Good commercial awareness and an understanding of procurement processes.
Proficiency in Microsoft Office, particularly Microsoft Excel.
Familiarity with MaintainX or a similar maintenance management system would be considered an advantage.
The ability to prioritise multiple tasks and meet deadlines.
The ability to work efficiently in a fast-paced hotel environment.
A proactive and dependable approach, with a strong focus on compliance, accuracy and continuous improvement.

db Hotels and Resorts - Maintenance Administrator

Job Description