Administrative Assistant

Job Description

Job Description

Join Our Maintenance Team!

We’re looking for a highly organized, detail-oriented Administrative Support professional to help keep our maintenance operations running smoothly across multiple homeowner association communities. In this important role, you’ll support the Maintenance Director and leadership team by coordinating schedules, managing work orders and vendor records, maintaining documentation, preparing reports, and facilitating clear communication.

If you thrive in a fast-paced environment, enjoy helping others, and take pride in keeping processes organized and efficient, we’d love to have you on our team!

Position Responsibilities:

• Provide direct administrative support to the Maintenance Director and Maintenance Managers.
• Prepare, maintain, and distribute reports, correspondence, spreadsheets, presentations, and department documentation.
• Assist with tracking work orders, service requests, preventative maintenance schedules, and project statuses.
• Maintain files and records in accordance with company policies and retention requirements.
• Assist with obtaining bids, gathering vendor information, and coordinating contractor scheduling.
• Monitor inventory reports and assist with ordering office supplies, equipment, materials, and department resources.
• Compile data and generate reports related to work orders, maintenance activities, staffing, and operational performance.
• Perform other duties as directed.

Knowledge, Skills, and Abilities:

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy in data entry, reporting, and recordkeeping.
• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of administrative office practices and procedures.
• Ability to work effectively with employees, vendors, residents, and management personnel.
• Strong customer service and problem-solving skills.
• Ability to analyze information, prepare reports, and maintain accurate records.

Physical Demands & Work Environment

• Primarily sitting in an office setting utilizing computer.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.