Repair and Maintenance Administrator Assistant

Benefits:

401(k) matching

Dental insurance

Health insurance

Vision insurance

Benefits/Perks

Competitive Compensation

Paid Time Off

Career Growth Opportunities

Job Summary

We are looking for a skilled Repair and Maintenance Administrator Assistant with experience in facilities maintenance, which includes commercial construction types, retail and office fit-outs, renovation, and remodels. If you have a proven track record in coordinating maintenance projects and ensuring their successful completion, we encourage you to apply. Join our team and play a key role in our dynamic maintenance projects. In this role, you will be responsible for coordinating repair and maintenance projects, managing work orders, and ensuring compliance with safety and quality standards.

Responsibilities

Coordinate and effectively communicate with trade contractors and suppliers to ensure project progress

Coordination of handyman programs and daily check-ins

Manage appointments and maintain a detailed calendar of events

Daily correspondence via phone or email with client, store managers, and vendors

Weekly update report on project progress to clients, including detailed information on milestones achieved, current status, and any relevant developments

Contribute to the production of daily, weekly and monthly reports to support decision-making processes

Maintain an efficient electronic filing system for easy document retrieval

Oversee vendor lists, vendor information management, and ensure vendor compliance

Develop, update, and uphold essential office procedures to streamline operations

Track budget and costs, overseeing purchasing of materials, conducting scope reviews, and analyzing project requirements

Manage submittals, invoicing, construction documentation, and set up supplier accounts

Handle a significant volume of phone communications including cold calls and follow-ups to support project demands

Support the Repair and Maintenance Director and staff in generating work orders using our internal software, and regularly monitor the status of work orders, as well as assist in the completion and proper closure

Qualifications

Proven experience in repair and maintenance administration within a variety of trades including carpentry, flooring, drywall, millwork, paint, plumbing, electrical, HVAC, sprinkler systems, site civil work, concrete, masonry, and steel

Previous role as an Administrator/Coordinator or related position in the maintenance industry

Proficiency in operating standard office equipment such as printers and fax machines

Advanced computer skills with expertise in Microsoft Word, Outlook, PowerPoint, Adobe Editor, and MS Project

Exceptional organizational abilities with strong time management skills to effectively prioritize multiple projects