Residential Facility Administrator

Job title: Residential Facility Administrator (Repair Follow-Up & Authorization)

Type of employment: Full-time

Shift schedule: 8:00 AM - 5:00 PM Pacific Standard Time

Position Overview

The RF Administrator plays a critical role in converting identified maintenance issues into approved and actionable work. This position works in close partnership with Customer Service Representatives (CSRs) and the Night Audit Team to review audit findings, package them into clear and professional client-facing communications, and secure authorization to proceed with repairs.
This is a highly proactive, communication-driven role that requires strong attention to detail, organization, and the ability to present technical information in a clear, client-friendly format.

About the company:

A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments.

Company core values:

• Excellence
• Vision
• Respect
• Communication
• Ownership

Key Responsibilities

• Audit Review & Processing
  • Review nightly audit reports, including photos, site maps, and supporting documentation

  • Validate findings and ensure accuracy before presenting to clients

  • Prioritize items based on urgency, safety, and client impact

• Client Communication & Authorization
  • Prepare and send RFA (Request for Authorization) communications using standardized templates
  • Clearly present scope, findings, and recommended repairs in a professional and easy-to-understand format
  • Proactively follow up with clients to secure approvals and move work forward

• Account Research & Data Analysis
  • Review historical service data, prior work orders, and account notes to provide context for RFAs

  • Identify recurring issues or opportunities for proactive maintenance

  • Ensure continuity and alignment with past work and client preferences

• Collaboration & Internal Coordination
  • Work closely with CSRs to align on account activity, priorities, and communication strategy
  • Coordinate with internal teams to ensure accuracy and completeness of information being presented

  • Provide updates on RFA status, approvals, and client feedback

• Systems & Tools Utilization
  • Operate within the company's CRM and customer service platform to track activity and maintain records
  • Use email database systems for high-volume, organized client communication
  • Leverage spreadsheets for tracking, reporting, and workflow organization
  • Utilize ChatGPT and internal templates to enhance clarity, consistency, and efficiency in communication

• Follow-Up & Pipeline Management
  • Maintain an organized pipeline of pending RFAs, approvals, and follow-ups

  • Ensure timely responses and consistent communication with clients

  • Drive accountability in moving opportunities from identification to execution

Required Skills & Qualifications

• Strong written communication skills with the ability to present technical information clearly

• High level of organization and attention to detail

• Ability to manage multiple accounts and priorities simultaneously

• Proficiency in email platforms, CRM systems, and basic spreadsheet tools

• Analytical mindset with the ability to interpret historical data and trends

• Comfortable using AI tools (such as ChatGPT) to support communication and workflow efficiency

• Comfortable performing repetitive tasks and consistently following established procedures and processes with a high degree of accuracy

• Self-motivated with a proactive, follow-through-driven work style

Work Environment

• Fast-paced, team-oriented environment

• High volume of client communication and internal coordination

Success in This Role

• Success as an RFA Administrator is measured by the ability to effectively communicate audit findings, build trust with clients, and consistently convert identified issues into approved work—while maintaining organization, accuracy, and a high standard of professionalism.