Location: Baku/ Azerbaijan 

Employment Type: Full-time  

Position Overview

• Maintenance Admin is a key role responsible for coordinating the company's service and technical operations, providing both administrative and operational support. This position serves as a bridge between customer services, technical teams, and internal departments — ensuring seamless execution of maintenance workflows, accurate documentation, and timely communication across all stakeholders. 

Key Responsibilities 

Maintenance & Service Coordination

• Prepare and monitor technicians' daily work schedules to ensure optimal field coverage.
• Create, assign, and manage service orders from initiation through to completion.
• Track the status of repair and maintenance tasks in real time; escalate delays or issues promptly.
• Coordinate both emergency and planned maintenance activities across all service zones.
• Liaise with field teams to confirm job completion, collect feedback, and update records. 

Administrative & Operational Support

• Update and maintain contract and customer information accurately in relevant systems.
• Support Finance team in Purchase Order (PO) and invoice processes; ensure timely submission and accurate documentation.
• Enter and control data in CRM / ERP systems; ensure integrity and accuracy of records.
• Prepare weekly and monthly operational reports for management review.
• Maintain organized filing systems for contracts, service agreements, and compliance documents. 

Customer & Internal Communication

• Communicate proactively with customers regarding service status, scheduling, and updates.
• Register and route customer complaints to the appropriate teams; follow up until resolution.
• Coordinate effectively with Sales, Finance, and Technical teams on cross-functional tasks.
• Serve as a first point of contact for service-related queries from internal and external stakeholders.
• Support the preparation of customer-facing quotations and service proposals. 

Operations Support & Performance Tracking

• Monitor service performance KPIs and flag deviations for corrective action.
• Conduct basic data analysis to identify trends and support operational optimization.
• Assist in the preparation of quotations and commercial proposals.
• Manage audit and compliance documentation in accordance with company standards.
• Support continuous improvement initiatives within the Operations & Maintenance function. 

Required Qualifications

Education & Experience 

• Bachelor's degree in Business Administration, Management, Engineering, or a related field.
• 1–3 years of experience in administration, operations, or service coordination roles.
• Prior experience in a technical service, facility management, or maintenance environment is a strong advantage. 

Technical Skills

• Proficiency in MS Office, particularly MS Excel (intermediate to advanced level).
• Hands-on experience with CRM and/or ERP systems (SAP, Salesforce, Oracle, or similar).
• Ability to generate and interpret operational reports and dashboards.
• Familiarity with service management or ticketing tools is an asset. 

Competencies

• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Clear and professional communication skills — written and verbal.
• Detail-oriented with a focus on data accuracy and process compliance.
• Problem-solving mindset with a proactive and solution-driven approach.
• Ability to work independently and collaboratively within a hybrid work environment.
• English proficiency at intermediate level or above (B1+). 

Interested candidates can apply by filling out the form in the Apply for job button.