Key Responsibilities:

1. Data Management and Reporting:

   • Maintain accurate records of maintenance work orders, equipment inventory, and inspection reports.
   • Input data into maintenance management systems or spreadsheets, ensuring completeness and accuracy.
   • Generate regular reports on maintenance activities, including work completed, outstanding tasks, and equipment status.

2. Scheduling and Coordination:

   • Assist in scheduling maintenance tasks, inspections, and repairs based on priority and resource availability.
   • Coordinate with maintenance staff and Housing Team managers to ensure timely completion of work orders.
   • Communicate schedule changes or updates to relevant stakeholders, including staff members and facility users.

3. Documentation Administration

   • Under direction, assist in the preparation of maintenance documentation, including manuals, warranties, and safety procedures.
   • Maintain filing systems for maintenance-related documents, ensuring easy access and retrieval as needed.
   • Assist in updating and revising maintenance procedures and protocols as directed by task supervisor.

4. Communication and Correspondence:

   • Serve as a point of contact for internal and external inquiries related to maintenance activities.
   • Communicate maintenance schedules, updates, and instructions to team members and stakeholders.
   • Draft and proofread written correspondence, such as emails, memos, and reports, on behalf of the maintenance team.

5. Administrative Support:

   • Provide general administrative support to the maintenance team, including organizing meetings, managing calendars, etc.
   • Assist in procurement processes, such as obtaining quotes, processing purchase orders, and tracking deliveries.
   • Collaborate with other administrative staff members to ensure seamless coordination of office operations.

Qualifications:

• Strong organisational skills and attention to detail.
• Proficiency in computer applications, including Microsoft Office Suite.
• Excellent communication skills, both verbal and written.
• Ability to prioritise tasks, manage time effectively, and work independently with minimal supervision.
• Previous experience in administrative support roles or maintenance operations is preferred but not required.
• Commitment to workplace safety practices and adherence to organisational policies and procedures.
• A commitment to St Kilda Community Housing’s role in ending homelessness, supporting people who have had life challenges, and ultimately in housing vulnerable singles in safe, affordable accommodation.

Work Environment: This position is based in an office environment, with occasional interactions with maintenance technicians in the field. You will work closely with the maintenance team, the Housing Team, and other administrative staff members to support the overall functioning of the maintenance department.

Benefits:

• Opportunity to gain valuable experience in maintenance administration and operations.
• Exposure to diverse maintenance tasks and projects within a supportive team environment.
• Flexible scheduling options available to accommodate your availability and commitments.
• Opportunity to positively contribute to an agency that is focused on ending local homelessness, disadvantage, and poverty.

Note: This position description outlines the primary responsibilities and qualifications for the Volunteer Administrative Worker role within the Maintenance Team. Duties and requirements may be adjusted based on the specific needs of the organisation and the volunteer's skills and interests.