Administrative Maintenance Assistant

JOB TITLE: Maintenance Administrative Assistant

Oceanside Community Association is a senior independent living community.

At the direction of the Facilities Manager support the maintenance team and supervisor, ensure timely completion of all OCA daily, weekly and monthly tasks. Take on special project requests as directed by the Facilities Manager and/or General Manager. The duties and responsibilities for the OCA Administrative position that will primarily support the Facilities Manager include but are not limited to the following:

Position Tasks and Responsibilities
General

• As required, inputting of the Maintenance Work Request in AppFolio database in order to assist the Facilities Manager to generate daily technician assignments focusing on priority and completion deadlines.

• Daily-updating status of work requests, closing out completed requests, communication of any follow-up notes to residence when necessary.

• Oversight and follow-up of outstanding maintenance vendor proposal, schedules, vendor request and tracking of vendor w-9, insurance and license documentation.

• In partnership and at the direction of the Facilities Manager, respond to homeowner/resident e-mail and phone communication.

• At the direction of the Facilities Manager maintain room set-up schedules and maps and follow-up with porter for timely completion.

• Assist in generating orders for maintenance and custodial supplies as directed by Facilities Manager.

• As needed, in partnership and at the direction of the Facilities Manager assist in the development of Scope of Work for RFP's.

• Assist Facilities Manager in the development of an expanded preferred vendor list.

• Schedule vendor meeting at the request of the Facilities Manager.

• At the direction of the Facilities Manager and/or General Manager compose and send maintenance related letters to residents, tracking in AppFolio database through completion.

• Assist Facilities Manager and General Manager in the maintenance of records (Master spreadsheet, database) related to facilities infrastructure, repair and replacement schedules

• Responsible for compiling monthly payroll hours used in the completion of reserve or capital projects. Individual house water-meter analysis

• Maintaining accurate maintenance files in the OCA and AppFolio Databases inclusive of camera scope results and lot file photos

Revised 1/31/22

• Special Projects as Requested by the General Manager and/or the Facilities Manager to assist in the overall operation of the OCA business office in order to support the community

Supporting Receptionist by Assisting Homeowners & Answering Phone

• Cross-trained to fill-in or assist with overflow at reception

• Assist with questions regarding the status of maintenance work requests and owner inquires

• Takes messages and directs calls to appropriate personnel

• Checks voicemail and returns calls as needed

Key Competencies

• Skilled and comfortable in working with a diverse group of homeowners, homeowner volunteers, staff and vendors

• Excellent oral and written communication skills

• Highly organized with an ability to meet deadlines

• Team player, open to cross-training in other administrative areas

• Proficient at database entry, Microsoft Office, Word, PowerPoint and Excel

Desirable Education and Experience

• High School diploma

• Some college preferred

• 3-5 years of administrative experience

Job Type: Full-time

Pay: $19.50 - $21.00 per hour

Benefits:

• 401(k) matching
• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location