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Repair and Maintenance Administrator Assistant

3 months ago

Saddle Brook, United States Advanced Facility Solutions LLC Full time
Job DescriptionJob DescriptionBenefits:
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Vision insurance

Benefits/Perks
  • Competitive Compensation
  • Paid Time Off
  • Career Growth Opportunities
Job Summary
We are looking for a skilled Repair and Maintenance Administrator Assistant with experience in facilities maintenance, which includes commercial construction types, retail and office fit-outs, renovation, and remodels. If you have a proven track record in coordinating maintenance projects and ensuring their successful completion, we encourage you to apply.
Join our team and play a key role in our dynamic maintenance projects. In this role, you will be responsible for coordinating repair and maintenance projects, managing work orders, and ensuring compliance with safety and quality standards.

Responsibilities
  • Coordinate and effectively communicate with trade contractors and suppliers to ensure project progress
  • Coordination of handyman programs and daily check-ins
  • Manage appointments and maintain a detailed calendar of events
  • Daily correspondence via phone or email with client, store managers, and vendors
  • Weekly update report on project progress to clients, including detailed information on milestones achieved, current status, and any relevant developments
  • Contribute to the production of daily, weekly and monthly reports to support decision-making processes
  • Maintain an efficient electronic filing system for easy document retrieval
  • Oversee vendor lists, vendor information management, and ensure vendor compliance
  • Develop, update, and uphold essential office procedures to streamline operations
  • Track budget and costs, overseeing purchasing of materials, conducting scope reviews, and analyzing project requirements
  • Manage submittals, invoicing, construction documentation, and set up supplier accounts
  • Handle a significant volume of phone communications including cold calls and follow-ups to support project demands
  • Support the Repair and Maintenance Director and staff in generating work orders using our internal software, and regularly monitor the status of work orders, as well as assist in the completion and proper closure

Qualifications
  • Proven experience in repair and maintenance administration within a variety of trades including carpentry, flooring, drywall, millwork, paint, plumbing, electrical, HVAC, sprinkler systems, site civil work, concrete, masonry, and steel
  • Previous role as an Administrator/Coordinator or related position in the maintenance industry
  • Proficiency in operating standard office equipment such as printers and fax machines
  • Advanced computer skills with expertise in Microsoft Word, Outlook, PowerPoint, Adobe Editor, and MS Project
  • Exceptional organizational abilities with strong time management skills to effectively prioritize multiple projects