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Administrative Assistant
2 months ago
We are seeking a highly organized and detail-oriented Administrative Assistant to support our Centralized Maintenance Manager in providing exceptional customer service and maintaining optimal property performance.
Key Responsibilities- Provide administrative support to the Centralized Maintenance Manager, including calendar management, email correspondence, and document preparation.
- Assist in maintaining and tracking inventory for maintenance supplies, equipment, and parts, ensuring accurate record-keeping and timely ordering.
- Act as a liaison between the maintenance department and other teams or external partners, coordinating communication and facilitating information exchange.
- Schedule maintenance activities, appointments, and meetings, ensuring the Centralized Maintenance Manager's time is optimally utilized.
- Prepare reports, presentations, and other documents related to maintenance projects and processes.
- Keep track of maintenance-related deadlines, deliverables, and priorities to ensure projects are completed on time and efficiently.
- Assist internal HR team with recruiting and scheduling of potential candidates for field positions as requested by Centralized Maintenance Manager and Talent Acquisition Manager.
- Ensure area properties follow various regulatory requirements, including EPA, OSHA, and local or state health and safety ordinances.
- Schedule position-specific training or certifications/recertifications for designated area employees to develop their skillsets as assigned by Centralized Maintenance Manager.
- Make recommendations on new products, services, and operational efficiencies.
- Participate in and/or schedule hands-on and classroom training programs for Maintenance.
- Establish vendor rapport and compliance to ensure best-in-class service is being achieved.
- Assist Buckingham Supply Chain Management efforts by providing feedback and recommendations on vendor performance.
- Assist in the preparations of REAC inspections by promoting company policies and standards relating to REAC inspections.
- Periodically review external and internal survey feedback metrics with Centralized Maintenance manager and development action and response plans.
- Multi-family maintenance operations experience preferred.
- College degree or industry certification preferred.
- 608 Technician Certification, or ability to obtain 608 Technician Certification, preferred.
- Valid driver's license and reliable transportation.
- Strong knowledge of property management processes, terminology, and best practices.
- Outstanding collaboration and internal/external customer service skills.
- Computer proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and other business-related software.
- Proficient in property management software and tools, including Yardi.
- Working knowledge of office equipment, such as copiers, printers, online shipping systems.
- Knowledge of HUD policies and procedures, including REAC inspections.
- Knowledge of industry maintenance best practices.
- Detail-oriented with high level of accuracy.
- Exceptional spelling and grammar skills.
- Must be able to maintain confidentiality.
- Familiarity with safety regulations and compliance standards.
- Analytical experience highly preferred.
