Office Assistant- Maintenance

PURPOSE:

Provides clerical and administrative support to the Community Maintenance Department. Responsible for maintaining the work order system, processing and tracking invoices, coordinating with vendors, and supporting efficient daily department operations.

ESSENTIAL DUTIES:

• Maintain the maintenance work order system, including entering, updating, tracking, and closing work orders. • Receive maintenance requests from residents, staff, and departments and route them appropriately. 

• Monitor work order completion status and follow up with maintenance staff as needed. 

• Process, organize, and maintain invoices for maintenance supplies, repairs, and services.

 • Communicate with vendors regarding service schedules, deliveries, invoices, and follow-up needs.

 • Maintain vendor files, service records, warranties, and contract documentation. 

• Assist with obtaining quotes and maintaining records for outside contractors and service providers. 

• Prepare reports, correspondence, spreadsheets, and other department documents as requested. 

• Answer department phones, respond to inquiries, and provide general office support.

 • Maintain accurate filing systems and department records. 

• Interact professionally with residents, staff, vendors, and visitors.

Education: High School Diploma or GED

Licensure/ Certification: None

Experience: Minimum of 1 year of clerical, secretarial, or administrative experience required. Experience in maintenance, facilities, healthcare, senior living, or a related setting preferred.