Maintenance Administrator

Description

 South Portland Housing Authority is seeking an efficient, personable, detail-oriented individual to join our team. 

Excellent benefit package includes:

• 100% Employer paid Health and Dental insurance.
• 100% Employer paid Short-term and long-term disability.
• Life Insurance equal to one-time annual salary paid by employer.
• Vision Plan
• Health Reimbursement Account
• Health Savings Account
• Generous Paid Time off equal to 18 days first year of employment
• 13 Paid Holidays
• Participation in Maine State Retirement System
• $300 Annual Wellness Reimbursement 
• 37.5-hour work week with flex time

POSITION SUMMARY:

The Maintenance Administrator assists the Director of Maintenance with department duties and routine administrative tasks. This position is the primary point of contact for tenants with maintenance related questions and issues, finding solutions and ensuring that issues are resolved in a timely manner.  

ESSENTIAL JOB FUNCTIONS:

1. Receive and address maintenance-related tenant calls. Work with staff and tenants to resolve issues. Return tenant messages left with Reception. Maintain tenant call log.
2. Receive, enter & validate work order requests. Generate work orders in accordance with established maintenance department guidelines and as directed by the Director of Maintenance.
3. Develop a working knowledge of South Portland Housing Authority’s maintenance and tenant management software system within 60 days of start date.
4. Track work order completion, including work order completion times and repair quality. Audit work orders verifying completion, quality, and tenant satisfaction.
5. Receive and review annual inspection reports. Generate WO to address identified deficiencies.
6. Track and report on vacated units. Ensure that units are renovated and ready for leasing within Department guidelines. Notify Leasing of unit return dates or delays.
7. By appointment only, visit buildings regularly checking conditions, noting need repairs, and completing a report for Director’s review. Enter WO as needed and confirm that repairs and/or conditions are addressed.    
8. Assist the Director in developing and updating Maintenance guidelines for building conditions, routine tenant charges, administrative procedures and other documents as needed. 
9. Schedule reoccurring maintenance activities such as, preventative maintenance, inspections, AC installs, tests, and system certifications. Coordinate activities with outside service providers. soliciting quotes for services or purchases.
10. Maintain electronic records of actions and reports. 
11. Generate tenant notices for snowstorm instructions and other items affecting residents regarding building construction and entry. 
12. On occasions may be asked to assist the Director with maintenance activities during emergency or disaster operations including answering phone during snowstorms. This may require work outside of normal business hours. 
13. Assist the Director with department operations including tracking outside contracts, assisting tenants, verifying maintenance timesheets for accuracy, and following up with Director on questions for final approval.
14. Assists the Director with onboarding new maintenance staff. 
15. Coordinate preparation and readiness for building inspections, ensuring compliance with REAC, Federal and State inspections standards, PHAS reporting as needed, 504 Compliance, local and State building codes.
16. Cover front desk reception when needed.
17. Other duties as assigned.

Requirements

EDUCATION, EXPERIENCE AND KNOWLEDGE QUALIFICATIONS:

1. High School diploma or equivalent required. Associate degree in related field preferred.
2. Related experience in housing, property management or maintenance field. 
3. Knowledge of general construction principals, building and grounds practices.
4. Proficiency with Microsoft Office Suite.

SKILLS AND ABILITIES QUALIFICATIONS AND OTHER REQUIREMENTS:

1. Ability to manage multiple tasks and prioritize meeting deadlines. 
2. Manage and complete special projects as assigned.
3. Possess effective verbal and written communication skills with staff and residents.
4. Maintain professional relationships with clients, vendors, and stakeholders.
5. Successful experience working and with diverse populations, age groups and individuals with disabilities.
6. Possess a valid driver’s license.