Facilities Assistant

Description We are looking for a focused Facilities Assistant to support day-to-day maintenance coordination across a large property portfolio in San Francisco, California. This contract position is ideal for someone who thrives in a fast-paced environment, communicates effectively with tenants and internal teams, and can keep multiple service requests moving efficiently from intake to resolution. The role will serve as a key point of contact for maintenance activity, vendor coordination, and building-related updates while helping ensure responsive service and strong operational follow-through.

Responsibilities:

• Manage incoming maintenance requests from tenants, staff, and property teams, ensuring each issue is accurately documented and routed for action.
• Open, assign, monitor, revise, and complete work orders within Yardi while maintaining timely updates across a portfolio of more than 20 buildings.
• Evaluate service providers and build strong working knowledge of approved vendors to support effective scheduling and vendor selection.
• Coordinate daily dispatching of tasks to internal maintenance personnel and union vendors based on urgency, scope, and availability.
• Track outstanding service items, follow up on unresolved issues, and keep tenants informed on progress and expected completion timelines.
• Partner with maintenance staff and cross-functional teams to escalate urgent concerns, identify recurring problems, and recommend practical solutions.
• Communicate planned maintenance activity, service interruptions, and other building-related notices to tenants and departments in a clear and organized manner.
• Support project-related bid requests, assist with Zendesk ticket follow-up and consolidation, and share building compliance updates with the appropriate internal stakeholders. Requirements
• Hands-on experience using Zendesk and Monday.com; familiarity with Yardi is strongly preferred.
• Background in facilities coordination, work order management, or a similar maintenance support function.
• Strong written and verbal communication skills with the ability to interact professionally with tenants, vendors, and internal teams.
• Ability to stay organized, manage competing priorities, and perform effectively under tight deadlines.
• Sound judgment and problem-solving ability, with strong attention to detail and consistent follow-through.
• Comfortable working collaboratively across departments in both remote and on-site environments.
• Reliable, adaptable, and proactive in identifying issues and escalating concerns when needed.

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