Maintenance Administrative Assistant

Primary Purpose:

The Maintenance Administrative Assistant provides administrative and clerical support to the Facilities & Maintenance department, helping ensure the smooth day-to-day operation of the maintenance function within the senior living community. This role serves as a central point of coordination for work order tracking, vendor communication, inventory recordkeeping, and departmental documentation, allowing maintenance leadership and technicians to focus on the upkeep and safety of the community. The ideal candidate is highly organized, detail-oriented, and comfortable supporting a fast-paced, service-driven environment where residents' comfort and safety are the top priority.

Qualifications/Skills Needed:

• High school diploma or GED required; associate degree or coursework in business administration a plus.
• Minimum of two years of administrative or clerical support experience, preferably in a maintenance, facilities, property management, or healthcare setting.
• Experience with work order management or computerized maintenance management systems (CMMS) preferred.
• Prior experience in senior living, healthcare, or hospitality environments is a plus.

Primary Duties (Essential Functions) include but are not limited to:

• Receive, log, and prioritize maintenance requests through the work order system, assigning and tracking tasks through to completion.
• Serve as the first point of contact for maintenance-related phone calls, emails, and in-person inquiries.
• Maintain accurate and up-to-date records of preventive maintenance schedules, equipment inspections, and life safety compliance documentation.
• Coordinate scheduling and communication with outside vendors and contractors, confirming appointments, and tracking invoices.
• Track and maintain inventory of maintenance supplies, tools, and equipment; assist with ordering and restocking as needed.
• Prepare and maintain department files, reports, and logs, including safety data sheets (SDS), warranty information, and service contracts.
• Assist with tracking department budget expenditures, purchase orders, and invoice processing in coordination with the Maintenance Director/Manager.
• Support compliance efforts by helping maintain documentation required for state and regulatory inspections and audits.
• Communicate work order status updates to residents and staff in a courteous, timely, and professional manner.
• Assist with onboarding paperwork, scheduling, and timekeeping support for maintenance department staff.
• Perform general clerical duties including filing, data entry, correspondence, back up mail delivery, and meeting coordination for the department.

NOTE: This is not to be considered as an exhaustive statement of duties, responsibilities or requirements and does not limit the assignment of additional duties for this position.

Working Conditions/Physical and Sensory Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Activities:

How much on-the-job time is spent in the following physical activities (amount of time)?

Activity

None

Under 1/3 to 1/3

2/3

Over 2/3

Stand

x

Walk

x

Sit

x

Use hands to finger, handle or feel

x

Reach with hands and arms

x

Climb or balance

x

Stoop or kneel, crouch or crawl

x

Talk or hear

x

Taste or smell

x

Special Vision Requirements

Check all that apply

No special vision requirements

Close vision (clear vision at 20 inches or less)

x

Distance vision (clear vision at 20 feet or more)

x

Color vision (ability to identify and distinguish colors)

x

Peripheral vision (ability to observe an area that can be seen up and down to the left and right while eyes are fixed on a given point)

Depth perception (three-dimensional vision, ability to judge distance and spatial relationships

Weight and Force:

How much weight must be lifted or force must be exerted in this position (amount of time)?

Weight/Force

None

Under 1/3 to 1/3

2/3

Over 2/3

Up to 10 pounds

x

Up to 25 pounds

x

Up to 50 pounds

x

Up to 100 pounds

x

More than 100 pounds

x