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Administrative Support Specialist for Maintenance Operations

2 months 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 to the Maintenance Department at Brookhaven at Lexington, a premier continuing care retirement community.

Work Schedule: Monday to Friday, Day Shift

Hours: 40 hours per week

Key Responsibilities:

  • Draft and manage correspondence, including letters, memos, and reports, while ensuring proper filing, photocopying, and faxing of documents.
  • Oversee the keyless entry system, addressing alarms and coordinating necessary service calls.
  • Administer the work order system by assigning tasks, distributing work assignments, generating assignment reports for supervisors, entering inventory data, coordinating billing, closing work orders, and updating their statuses.
  • Collaborate with the apartment turnover team to order supplies and appliances, as well as maintain and distribute project timelines.
  • Ensure the functionality of the emergency system by monitoring devices during preventative maintenance inspections.
  • Manage the phone system and coordinate service requests.
  • Keep the Maintenance Policy, DPH, Fire Drill, and PM Inspection documentation organized and up to date.
  • Maintain real-time MSDS information and assist department directors in compliance with regulations regarding the use, labeling, and storage of hazardous materials.
  • Oversee the hazardous waste manifest and schedule environmental pickups.
  • Procure departmental supplies, manage shipping and receiving, code invoices, and reconcile packing slips with orders.
  • Perform additional administrative duties 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 competitive wages, subsidized medical and dental benefits, generous paid time off, and participation in a retirement plan.