Job Order Detail

Description

Report to Maintenance Manager

Position Summary:

The Administrative Assistant in the Maintenance Department plays a vital role in supporting the smooth operation of maintenance activities across affordable housing properties. This position is responsible for creating and managing work orders and purchasing orders, ensuring timely and accurate data entry using the Yardi system, and providing administrative support to the Manager and the maintenance team. Requirements: highly organized, detail-oriented, and experienced with Yardi or similar property management software.

Key Responsibilities:

Work Order Management:
Create work orders and when Manger isn't present assist in assigning incoming work orders to maintenance technicians
Track the progress of work orders and ensure timely completion and close maintenance work orders in Yardi.
Communicate with residents and maintenance staff regarding service requests.

Purchase Order Processing:
Generate and issue purchase orders for maintenance supplies and vendor services.
Verify vendor information, pricing, and delivery timeline.
Coordinate with vendors and internal teams to ensure accurate ordering and delivery.

System Proficiency:
Utilize the Yardi system to maintain accurate records of maintenance activities.
Perform data entry, generate reports, and ensure database integrity.
Troubleshoot minor issues in Yardi and coordinate as needed.

Administrative Support:
Answer calls, emails, and in-person inquiries related to maintenance requests.
Maintain digital and physical filing systems for maintenance documentation.
Support compliance with regulatory and internal policies regarding repairs and maintenance.

Team Coordination:
Assist maintenance supervisors with scheduling technicians and tracking project timeline's.
Coordinate with management staff, vendors and tenants to prioritize urgent work orders.

No phone calls please