db Hotels & Resorts - Maintenance Administrator

db Hotels & Resorts is part of the db Group, Malta's largest hospitality operation, and operates some of the island's most prestigious properties, among them db Seabank Resort + Spa in Mellieħa and db San Antonio Hotel + Spa in Qawra — both 4-star superior All-Inclusive resorts. The db Group's portfolio extends well beyond these hotels, encompassing three Hard Rock Cafe restaurants, Starbucks Malta, Blu Beach Club, Amami, Westreme, and Nine Lives & AKI, reflecting strategic partnerships with major international names such as Hard Rock Café International and Starbucks. This diverse, group-wide operation gives team members exposure to a wide range of hospitality and catering environments under one roof. The Role We are looking for an organised, detail-oriented and proactive Maintenance Administrator to provide administrative, procurement and operational support to the Maintenance Departments of db Seabank Resort & Spa and db San Antonio Hotel & Spa. The successful candidate will ensure maintenance activities across both properties are efficiently coordinated, accurately recorded and compliant with company policies, while monitoring departmental performance, supporting project delivery and ensuring timely follow-up of all maintenance-related activities. Job Purpose The Maintenance Administrator provides administrative, procurement and operational support to the Maintenance Departments of db Seabank Resort & Spa and db San Antonio Hotel & Spa. The role ensures maintenance activities across both properties are efficiently coordinated, accurately recorded and compliant with company policies. It also monitors departmental performance, supports project delivery, maintains maintenance systems and ensures timely follow-up of all maintenance-related activities. Key Responsibilities: Obtain and actively follow up supplier quotations. Raise Purchase Orders in line with procurement policies and approval procedures. Verify invoices against approved Purchase Orders and investigate discrepancies. Coordinate contractor appointments and follow up on outstanding work at both properties. Update project trackers and Gantt charts, reporting progress and delays to the Maintenance Manager. Prepare and update preventive maintenance schedules and related spreadsheets. Maintain accurate records in MaintainX, including new assets, warranties, statutory inspections and expiry dates. Maintain maintenance databases and electronic filing systems, ensuring documents are easy to retrieve for audits. Monitor and analyse MaintainX KPIs, work order performance and maintenance metrics. Prepare regular reports on departmental performance, team productivity and outstanding actions. Maintain Time & Attendance (T&A) records and support payroll administration where required. Monitor and follow up maintenance issues raised through MOD reports, Guest Relations, internal guest feedback and social media platforms until resolved. Ensure procurement, documentation and departmental records comply with company policies and audit requirements. Track maintenance spend against budget and flag variances to the Maintenance Manager. Provide timely updates and recommendations to the Maintenance Manager to support operational planning and continuous improvement. Requirements: Previous experience in an administrative or clerical position is an advantage. Knowledge of Computerised Maintenance Management Systems (CMMS), ideally MaintainX, is an advantage. Good knowledge of Microsoft Office (Word, Excel and Outlook) is a must. Ability to prepare spreadsheets, maintenance schedules and reports. Good data entry and record-keeping skills, with high attention to detail and accuracy. Strong analytical ability. Excellent organisational, administrative and time-management skills. Good written and verbal communication skills in English; Maltese is an advantage. Effective coordination, follow-up and problem-solving skills. Good commercial awareness and understanding of procurement processes. Ability to work independently and as part of a team. Professional attitude and discretion with confidential information. Ability to prioritise multiple tasks, work under pressure and meet deadlines in a fast-paced hotel environment. Willingness to work across both properties (Mellieħa and St Paul's Bay). A valid driving licence is an advantage.