Administrative Support Specialist for Maintenance Operations

1 week ago


Lexington, Massachusetts, United States Brookhaven at Lexington Full time
Job Overview

Salary: Competitive

We are looking for a dedicated Maintenance Administrative Assistant to provide essential administrative support within our organization. This role is pivotal in assisting the Director of Maintenance and Maintenance Supervisors in their daily operations.

Work Schedule: Monday to Friday - Day Shift

Hours: 40 hours per week

Key Responsibilities:

  • Draft and manage correspondence, reports, and documents, ensuring proper filing, photocopying, and faxing.
  • Oversee the keyless entry system, including alarm management and coordination of service requests.
  • Administer the work order system by assigning tasks, generating reports for supervisors, managing inventory entries, coordinating billing, and updating work order statuses.
  • Collaborate with the apartment turnover team to order necessary stock and appliances, while also maintaining and distributing project timelines.
  • Monitor the emergency system, ensuring all devices are reported and checked during preventative maintenance inspections.
  • Manage the telephone system and coordinate any required service calls.
  • Keep the Maintenance Policy, DPH, Fire Drill, and PM Inspection documentation organized and up to date.
  • Maintain real-time master MSDS information and assist department heads in compliance with regulations regarding the use, labeling, and storage of supplies and chemicals.
  • Oversee hazardous waste documentation and schedule environmental pickups as necessary.
  • Order supplies for the department, manage shipping and receiving, code invoices, and reconcile packing slips with orders.
  • Execute additional administrative tasks as assigned.

Qualifications:

  • 3-5 years of administrative experience, ideally in a maintenance or facilities management environment.
  • Familiarity with maintenance management software and proficiency in Microsoft Office is preferred.
  • An Associate's Degree is preferred.

Brookhaven offers a comprehensive benefits package, including competitive wages, subsidized medical and dental insurance, generous paid time off, and participation in a retirement plan.



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