Property Maintenance Administrator

at  FirstService Residential

JOB OVERVIEW:

The Maintenance Administrator manages work orders, communicates with residents and staff, prepares billback charges, and oversees leak mitigation. They maintain inventory, procure supplies, provide administrative support, and contribute to the weekly newsletter. The role includes managing special projects, maintaining audio/video equipment, distributing communications, assisting walk-in clients, coordinating water shut-offs and meetings, and managing databases.
The Person:
The ideal candidate has experience as a maintenance technician or maintenance supervisor previously leading staff, potentially using systems like Buildinglink, and demonstrates excellent 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 with the strategic oversight of administrative duties and staff leadership.

SKILLS & QUALIFICATIONS:

• Strong written and verbal communication skills
• Experience with Buildinglink
• Valid driver’s license
• High school diploma or equivalency preferred
• Two years of experience in building maintenance and leadership
• Ability to follow verbal and written directions, keep accurate records, fill out logs and journals, and perform administrative operational functions
• Knowledge of methods, materials and equipment regularly used in custodial, maintenance and repair work

DISCLAIMER STATEMENT:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

• Process and Manage Work Orders: Document calls, communicate between maintenance staff, management, and residents to facilitate necessary 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: Maintain inventory 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 and assistance for walk-in residents.
• Prepare Correspondence: Draft and prepare notices, memos, letters, and general correspondence.
• Contribute to Weekly Newsletter: Participate in 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: Assist all 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 and maintain databases 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.