ADMINISTRATIVE ASSISTANT TO MAINTENANCE

Description: Nature of Work The Administrative Assistant – Maintenance & Operations provides comprehensive administrative, operational, and organizational support to Clinton Housing Development Company's (CHDC) Maintenance and Operations Department. This position plays an essential role in coordinating daily maintenance activities, managing work orders, scheduling repairs, communicating with vendors and property management staff, overseeing the procurement of maintenance supplies, and maintaining accurate records of departmental activities. The Administrative Assistant is responsible for ensuring that maintenance requests are properly documented, assigned, monitored, and completed in a timely manner. The position also supports regulatory compliance, equipment servicing, reporting, and special projects across CHDC's portfolio of residential and commercial properties. The ideal candidate is highly organized, detail-oriented, technologically proficient, and capable of managing multiple priorities in a fast-paced property management environment. Responsibilities 1. Work Order Management and Maintenance Coordination Receive, review, create, and process maintenance requests through CHDC's computerized maintenance management system. Assign and schedule work orders for maintenance personnel based on priority, availability, and operational needs. Monitor outstanding work orders to ensure timely responses, completion, and accurate documentation. Follow up with maintenance staff regarding pending repairs, incomplete assignments, and overdue work orders. Update work order records to reflect repair progress, scheduling changes, materials required and completed work. Coordinate with Property Managers and Assistant Property Managers to arrange apartment access and communicate scheduled repairs. Assist in identifying recurring maintenance issues and bringing unresolved matters to management's attention. Maintain accurate records of maintenance activities and generate reports identifying outstanding, completed, and overdue work orders. 2. Vendor Coordination and Scheduling Coordinate and schedule outside contractors and service vendors for maintenance repairs and specialized services. Communicate with vendors regarding service requests, appointment scheduling, work scopes, and completion timelines. Follow up on outstanding vendor appointments, service reports, proposals, and repair completion. Maintain organized records of vendor communications, service appointments, and completed work. Assist with obtaining and organizing vendor proposals and supporting documentation for management review. Coordinate with property management staff to facilitate vendor access to buildings, apartments, and mechanical spaces. 3. Purchasing, Procurement, and Inventory Coordination Coordinate the purchasing of maintenance materials, equipment, appliances, and supplies. Process supply requests submitted by maintenance personnel, Property Superintendents, and Porters. Order janitorial supplies and other materials necessary for building operations. Obtain pricing and availability information from vendors and suppliers. Monitor purchase orders, delivery schedules, and outstanding orders. Track appliance purchases, delivery dates, and installation scheduling. Maintain organized purchasing records, invoices, receipts, and related documentation. Assist in monitoring supply expenditures and identifying opportunities for cost-effective purchasing. 4. Building Systems and Preventive Maintenance Scheduling Coordinate routine servicing, inspections, and repairs of building mechanical equipment, including: Boilers and heating systems Water pumps and circulation pumps HVAC systems Sewer and ejector pumps Other mechanical and building equipment as assigned Maintain schedules and records of preventive maintenance activities. Follow up with contractors and maintenance personnel regarding outstanding service appointments and equipment repairs. Track service reports and identi…

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