Maintenance Admin Coordinator

Description

Essential Duties:

Work Order Management

• Create, issue, assign, monitor, and close maintenance work orders in the property management system.
• Review open and completed work orders for accuracy, completeness, and proper documentation.
• Follow up with maintenance technicians and supervisors regarding outstanding, delayed, or incomplete work orders.
• Monitor work order progress to help ensure maintenance requests are addressed promptly.
• Identify overdue or recurring maintenance issues and bring them to management's attention.
• Ensure work orders are properly updated with notes, completion details, and any necessary supporting documentation.
• Contact residents to follow up on completed work orders, confirm satisfaction, ask clarifying questions, and address concerns when necessary.
• Communicate with residents regarding the status of maintenance requests and coordinate additional information or access as needed.

Inventory and Supply Management

• Organize and maintain the maintenance department's inventory, storage areas, and supply rooms.
• Monitor inventory levels and identify items that need to be replenished.
• Prepare and maintain purchase order lists for maintenance supplies, materials, and equipment.
• Assist with tracking inventory usage, deliveries, and outstanding orders.
• Maintain accurate records of supplies received, distributed, and in stock.
• Help ensure maintenance technicians have the necessary materials and supplies to complete their daily assignments efficiently.

Vendor and Pest Control Coordination

• Coordinate scheduled pest control services with outside vendors and the maintenance team.
• Communicate with residents regarding scheduled pest control treatments, access requirements, and necessary preparation instructions.
• Maintain accurate records of pest control appointments, completed services, and outstanding follow-ups.
• Assist with scheduling vendor visits and coordinating service requests as directed by management.
• Follow up on outstanding vendor services and report unresolved issues to the appropriate supervisor.

Administrative and Operational Support

• Provide daily administrative support to the maintenance supervisor and property management team.
• Maintain organized digital and physical records related to maintenance operations.
• Assist with scheduling, tracking, and coordinating maintenance activities.
• Prepare reports related to open work orders, completed work orders, outstanding requests, and inventory levels as needed.
• Help identify opportunities to improve maintenance workflows, organization, and response times.
• Communicate professionally with residents, maintenance personnel, vendors, and management.
• Perform additional administrative duties related to maintenance operations as assigned.

Requirements

Qualifications:

• Previous administrative, maintenance coordination, property management, or customer service experience preferred.
• Strong computer skills and the ability to learn new software and property management systems quickly.
• Comfortable working with work order platforms, spreadsheets, email, and other digital tools.
• Highly organized with strong attention to detail and follow-through.
• Excellent verbal and written communication skills.
• Professional telephone etiquette and confidence when communicating with residents.
• Ability to manage multiple tasks, prioritize deadlines, and work independently.
• Strong problem-solving skills and the ability to recognize when an issue needs to be escalated to management.
• Ability to maintain accurate records and handle resident information professionally and confidentially.
• A proactive mindset with a focus on accountability, efficiency, and resident satisfaction.
• Ability to work collaboratively with maintenance technicians, supervisors, vendors, and the leasing office.

Education:

• A High School education or equivalent is required; a college degree is a plus but not a requirement.
• Ability to fluently read and write in English.

Professional Experience:

• A minimum of 1 year of related Property Management experience.

Computer Skills:

• Ability to operate and understand personal computer functions and company-utilized software packages.
• Basic computer and Internet knowledge.
• Intermediate knowledge of MS Word and Excel; proficiency with Outlook.

Attendance/Travel:

• Ability to work Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday, all fifty-two weeks of the year.
• Ability to travel; required to drive on occasion for business-related needs, such as to purchase necessary supplies for the department and property; to attend various company gatherings or events; to assist at sister properties, either in the general vicinity of your home property or in another state

Licenses/Equipment:

• Valid driver’s license and current automobile insurance are required; the position requires a vehicle to fulfill all job functions.
• Other licenses and certifications as required by Bainbridge, Federal, and State laws.
• Use of general maintenance equipment including, but not limited to: hand tools, ladders, refrigerant recovery units, landscaping equipment, required safety equipment. (All safety equipment must be used without jeopardizing the safety of yourself, fellow associates, vendors or residents)
• Personal set of essential hand tools; tools not provided by the property.

The Bainbridge Companies is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.