An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
Director of Operations & Maintenance Supervisor Position Overview:
We are seeking a dedicated and detail-oriented Operations Assistant/Receptionist to join our Maintenance Department. In this role, you will provide essential support to the Office Manager and Maintenance Supervisor, helping ensure smooth day-to-day operations of the department. The ideal candidate will be organized, proactive, and able to manage multiple tasks efficiently while maintaining a professional and friendly demeanor.
Key Responsibilities:
Greet visitors, contractors, and vendors in a courteous manner. Answer and route phone calls, take messages, and respond to general inquiries about maintenance services.
Administrative Support:
Assist the Director of Operations and Maintenance Supervisor with daily administrative tasks, including preparing correspondence, reports, and maintaining departmental records. Schedule and coordinate meetings, appointments, and repair work for the maintenance team. Maintain up-to-date filing systems (both digital and physical) for work orders, invoices, and contracts. Process and track purchase orders, requisitions, and maintenance supply inventories.
Work Order Management:
Input, track, and monitor work orders using the company's maintenance software. Assign work orders to the appropriate maintenance personnel and follow up to ensure timely completion. Communicate with tenants, staff, and contractors regarding the status of ongoing maintenance requests and repairs.
Contractor & Vendor Coordination:
Serve as the primary point of contact for contractors and vendors, coordinating service schedules and ensuring compliance with safety and operational protocols. Assist in gathering and filing necessary documentation such as insurance certificates, invoices, and service agreements.
Document and Record Keeping:
Manage documentation for warranties, equipment maintenance, and contracts. Prepare and update spreadsheets for maintenance schedules, including preventive maintenance timelines. Ensure accurate record-keeping for maintenance logs and safety protocols. Assist with
Compliance:
Help ensure department compliance with safety regulations, including proper documentation and coordination of inspections. Maintain records of employee certifications and training requirements for safety protocols.
Qualifications:
Experience:
3-5 years of administrative experience in an office setting. Strong verbal and written communication skills. Proficiency in Microsoft Office Suite (Word, Outlook). Comfortable with office equipment such as scanners, and multi-line phone systems. Willingness to learn maintenance management software. Bilingual (Preferred): English/Spanish, to assist in effective communication with staff and contractors. Attention to
Detail:
Able to manage multiple tasks with accuracy and thoroughness.
Customer Service:
Friendly and professional demeanor, ensuring a positive experience for all staff, tenants, and visitors.
Physical Requirements:
Ability to occasionally lift files, open filing cabinets, and bend or stand for long periods as necessary. May involve occasional trips to various onsite locations.
Work Environment:
The position is based in the Maintenance Department office, which can include frequent interaction with maintenance personnel, contractors, and visitors. You may be exposed to varying temperatures and occasional noise from equipment.
Schedule:
Full-Time (Monday - Friday, 8:30 AM - 4:30 PM)
Benefits:
Comprehensive benefits package, eligible after 90 days of employment. Dental insurance Health insurance Life insurance Paid time off Vision insurance
Job Type:
Full-time Pay:
$22.00 - $25.00 per hour
Benefits:
401(k) matching Dental insurance Flexible spending account Health insurance Paid time off Vision insurance Application Question(s): How many years of administrative or operations experience do you have? How many years of professional Spanish-speaking experience do you have?
