Property Maintenance Administrator - FirstService Residential
Jersey City, NJ
About the Job
Job Overview:
The Maintenance Administrator manages work orders, communicates with residents and staff, prepares billback charges, and oversees leak mitigation. Theymaintaininventory,procuresupplies, provide administrative support, and contribute to the weekly newsletter. The role includes managing special projects,maintainingaudio/video equipment, distributing communications,assistingwalk-in clients, coordinating watershut-offsand meetings, and managing databases.
The Person:
The ideal candidate has experience as a maintenance technician or maintenance supervisor previously leading staff, potentially using systems likeBuildinglink, anddemonstratesexcellent written and verbal communication skills. They are personable, enjoy interacting with residents, and are adept at both administrative and maintenance tasks. This role combines the satisfaction of hands-on maintenance work withthe strategicoversight of administrative duties and staff leadership.
Your Responsibilities:
+ Process and Manage Work Orders: Document calls,communicatebetween maintenance staff, management, and residents tofacilitatenecessary repairs and responses.
+ Prepare Billback Invoices:
+ Close and Prepare Billback Charges: Process and finalize billback charges for in-unit work orders.
+ Leak Mitigation Administration: Manage mitigation and restoration work resulting from water loss damages.
+ Maintain Supply Inventory: Oversee the inventory of maintenance supplies for the staff, ensuring adequate stock levels.
+ Procure Maintenance and Office Supplies: Handle the procurement of general maintenance and office supplies.
+ Inventory Management:Maintaininventory of maintenance supplies and manage storage room inventories, subject to review and approval by the Superintendent/Assistant Community Manager.
+ Administrative Support: Provide administrative support, including telephone coverage andassistancefor walk-in residents.
+ Prepare Correspondence: Draft and prepare notices, memos, letters, and general correspondence.
+ Contribute to Weekly Newsletter:Participatein the creation and distribution of the weekly newsletter for residents.
+ Facilitate Special Projects: Manage special projects, such as shower cartridge replacements and drain cleaning.
+ Maintain Amenity Audio/Video Equipment: Ensure proper functioning and maintenance of amenity audio/video equipment.
+ Distribute Mass Communications: Handle the distribution of mass communications as directed by the Community/Assistant Manager on a daily basis.
+ Assist Walk-in Clients:Assistall walk-in clients and refer them to the Community Manager or Assistant Community Manager when necessary.
+ Complete Special Projects: Undertake and complete special projects and tasks as assigned.
+ Coordinate Water Shut-offs and Meetings: Schedule and coordinate water shut-offs and meeting setups.
+ Database and Spreadsheet Management: Create andmaintaindatabases and spreadsheet files.
+ Enter Daily Tracking Sheets: Ensure daily tracking sheets are accurately entered.
+ Follow-Up on Action Items: Regularly and promptly follow up with the Superintendent, maintenance team, and Community Manager to ensure completion of open action items.
+ Maintain Vendor List and Insurance Certificates: Keep the vendor list and certificates of insurance up to date.
+ Mailbox and Voicemail Maintenance: Perform daily maintenance of the mailbox and voicemail.
Skills & Qualifications:
+ Strong written and verbal communication skills
+ Experience withBuildinglink
+ Valid driver’s license
+ High school diploma or equivalency preferred
+ Two years of experience in building maintenanceand leadership
+ Ability to follow verbal and written directions, keepaccuraterecords, fill out logs and journals, and perform administrative operational functions
+ Knowledge of methods, materials and equipmentregularly usedin custodial, maintenance and repair work
What We Offer:
As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paidholidaysand a 401k with company match. Occasional travel may berequiredto attend training and other company functions.
Compensation:
$25.00-27.00per hour
Disclaimer Statement:
The above informationonthis description has been designed toindicatethe general nature and level of work performed by employees within this classification. It is not designed tocontainor be interpreted as a comprehensive inventory of all duties, responsibilities, and qualificationsrequired ofemployees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules,dutiesand responsibilities to this job at any time.
The Maintenance Administrator manages work orders, communicates with residents and staff, prepares billback charges, and oversees leak mitigation. Theymaintaininventory,procuresupplies, provide administrative support, and contribute to the weekly newsletter. The role includes managing special projects,maintainingaudio/video equipment, distributing communications,assistingwalk-in clients, coordinating watershut-offsand meetings, and managing databases.
The Person:
The ideal candidate has experience as a maintenance technician or maintenance supervisor previously leading staff, potentially using systems likeBuildinglink, anddemonstratesexcellent written and verbal communication skills. They are personable, enjoy interacting with residents, and are adept at both administrative and maintenance tasks. This role combines the satisfaction of hands-on maintenance work withthe strategicoversight of administrative duties and staff leadership.
Your Responsibilities:
+ Process and Manage Work Orders: Document calls,communicatebetween maintenance staff, management, and residents tofacilitatenecessary repairs and responses.
+ Prepare Billback Invoices:
+ Close and Prepare Billback Charges: Process and finalize billback charges for in-unit work orders.
+ Leak Mitigation Administration: Manage mitigation and restoration work resulting from water loss damages.
+ Maintain Supply Inventory: Oversee the inventory of maintenance supplies for the staff, ensuring adequate stock levels.
+ Procure Maintenance and Office Supplies: Handle the procurement of general maintenance and office supplies.
+ Inventory Management:Maintaininventory of maintenance supplies and manage storage room inventories, subject to review and approval by the Superintendent/Assistant Community Manager.
+ Administrative Support: Provide administrative support, including telephone coverage andassistancefor walk-in residents.
+ Prepare Correspondence: Draft and prepare notices, memos, letters, and general correspondence.
+ Contribute to Weekly Newsletter:Participatein the creation and distribution of the weekly newsletter for residents.
+ Facilitate Special Projects: Manage special projects, such as shower cartridge replacements and drain cleaning.
+ Maintain Amenity Audio/Video Equipment: Ensure proper functioning and maintenance of amenity audio/video equipment.
+ Distribute Mass Communications: Handle the distribution of mass communications as directed by the Community/Assistant Manager on a daily basis.
+ Assist Walk-in Clients:Assistall walk-in clients and refer them to the Community Manager or Assistant Community Manager when necessary.
+ Complete Special Projects: Undertake and complete special projects and tasks as assigned.
+ Coordinate Water Shut-offs and Meetings: Schedule and coordinate water shut-offs and meeting setups.
+ Database and Spreadsheet Management: Create andmaintaindatabases and spreadsheet files.
+ Enter Daily Tracking Sheets: Ensure daily tracking sheets are accurately entered.
+ Follow-Up on Action Items: Regularly and promptly follow up with the Superintendent, maintenance team, and Community Manager to ensure completion of open action items.
+ Maintain Vendor List and Insurance Certificates: Keep the vendor list and certificates of insurance up to date.
+ Mailbox and Voicemail Maintenance: Perform daily maintenance of the mailbox and voicemail.
Skills & Qualifications:
+ Strong written and verbal communication skills
+ Experience withBuildinglink
+ Valid driver’s license
+ High school diploma or equivalency preferred
+ Two years of experience in building maintenanceand leadership
+ Ability to follow verbal and written directions, keepaccuraterecords, fill out logs and journals, and perform administrative operational functions
+ Knowledge of methods, materials and equipmentregularly usedin custodial, maintenance and repair work
What We Offer:
As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paidholidaysand a 401k with company match. Occasional travel may berequiredto attend training and other company functions.
Compensation:
$25.00-27.00per hour
Disclaimer Statement:
The above informationonthis description has been designed toindicatethe general nature and level of work performed by employees within this classification. It is not designed tocontainor be interpreted as a comprehensive inventory of all duties, responsibilities, and qualificationsrequired ofemployees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules,dutiesand responsibilities to this job at any time.
Source : FirstService Residential