Work directly with the Maintenance Manager, Maintenance Scheduler/Administrator, Parts Administrator, Purchasing Manager, and all Maintenance Technicians to assist with daily duties, answer questions and to help ensure all necessary work gets done in a timely manner.
Reports to: Maintenance Manager
Direct Reports: None
Essential Job Duties
1. Assist the Maintenance Manager in daily duties.
a. Draft budget variances each month.
b. Look up work orders/purchase orders and find answers to any questions from the Maintenance Manager.
c. Take notes at all meetings and distribute as needed.
d. Keep Maintenance Manager’s office organized.
e. Assist in time management.
2. Work with contractors as needed.
a. Develop and coordinate administration around special contracts.
b. Work with contractors in regards to questions on purchase orders or general assistance questions.
c. Create and send out contract bids for Special Projects only.
d. Keep track of audit paperwork on contractor work.
3. Coordinate meeting schedules and commitments.
a. Schedule routine and non-routine meetings within the department, ensuring that times are efficient for the Maintenance Manager and other key players.
4. Coordinate reports and post performance indicators.
a. Assist with monthly report out.
b. Learn the ins and outs of Yardi/Maintenance Connect to assist in running reports.
5. Track and coordinate on-boarding and training for maintenance staff.
a. Monitor to ensure that all on-boarding activities for new staff are completed timely.
b. Work with the Maintenance Manager and others to document training needs in the department.
c. Help coordinate training to meet training needs within the department.
d. Maintain a record of all training completed by Maintenance staff.
6. Assist the Maintenance Scheduler/Administrator in daily duties one to two (1-2) hours each day.
a. Complete all PM Findings daily.
b. Close out work orders if needed and when the Maintenance Scheduler is out.
c. Create purchase orders and new work orders when needed.
d. Assist with filing.
7. Assist the Purchasing Agent in the parts room.
a. Pull parts for contracts when the Purchasing Agent is out.
b. Know and understand the parts carried in inventory and where they are stocked.
c. Order parts when necessary.
8. Assist the Maintenance Technicians
a. Help answer questions about paperwork.
b. Create new work orders and/or purchase orders when needed.
c. Help Maintenance Technicians use the computer and other digital tools efficiently for their required work.
d. Go out in the field monthly to learn about Maintenance work and the work environment.
Maintenance is a fast-paced environment with rapidly changing priorities. Strong organizational skills and flexible team play are keys to success. Customer service—to residents, contractors and other staff-- is a high priority. The person in this position must be open-minded and focused on finding win/win solutions. The person in this role must utilize strong interpersonal skills in combination with strong technical skills. Expertise in MS Office tools and CPO systems will be a key to success. The most important part of the role will be supporting the Maintenance Manager, but this position is a shared resource to other personnel and functions. It will be necessary to calmly and efficiently manage many competing demands and interruptions. The person in this role will help maintain continuity in the department by reliably completing and coordinating routine work, while at the same time absorbing special projects and unexpected priorities.