Administrative Operations Coordinator

Grace Management • Topsham, ME

20h • Onsite

About The Position

This role serves as a crucial front-facing operational support resource, assisting residents and associates with maintenance and housekeeping needs. The coordinator manages the lifecycle of maintenance work orders, from generation to close-out, and plays a key part in organizing technician workflow and prioritizing tasks. They are responsible for ordering and tracking supplies for both Maintenance and Housekeeping departments, and coordinating communication with vendors for various projects and inspections. Additionally, the role involves drafting and disseminating operational communications to residents and associates, scheduling campus-wide vendor work and inspections, and maintaining housekeeping schedules. The coordinator also supports preventative maintenance tracking, safety compliance, and provides operational support for campus events and urgent needs. Maintaining professional relationships and performing additional administrative duties are also key aspects of this position.

Requirements

• Strong organizational and time management skills
• Ability to work independently and take initiative
• Strong follow-through and attention to detail
• Excellent problem-solving abilities
• Strong administrative and office coordination experience
• Professional communication skills with residents, associates, vendors, and leadership
• Strong customer service mindset
• Ability to prioritize urgent operational needs in a fast-paced environment
• Strong computer proficiency, including email systems, scheduling platforms, spreadsheets, and work order systems
• Ability to remain calm and solution-focused during emergencies and high-pressure situations
• Ability to manage confidential and sensitive operational information appropriately
• Ability to move throughout campus regularly during the workday
• Ability to multitask and manage interruptions in a fast-paced environment
• Ability to occasionally lift or move light operational supplies
• Ability to respond appropriately during emergency operational situations

Nice To Haves

• Prior administrative, facilities coordination, scheduling, or operational support experience preferred.

Responsibilities

• Serve as a front-facing operational support resource for residents and associates requiring assistance related to maintenance and housekeeping services.
• Answer and manage Maintenance department phone calls during normal business hours.
• Coordinate the generation, assignment, tracking, and close-out of maintenance work orders for maintenance technicians.
• Assist with organizing technician workflow, prioritization of open work orders, and follow-up on overdue tasks.
• Order and track supplies for both Maintenance and Housekeeping departments.
• Coordinate vendor communication for work orders, CapEx projects, inspections, Co-op needs, and campus projects, including scheduling, follow-up communication, and documentation.
• Draft and coordinate operational communications for residents and associates under the direction of department leadership, including: Vendor and project scheduling updates, Housekeeping schedule changes and resident notifications, Weather, emergency, and campus-wide operational announcements.
• Schedule and coordinate campus-wide vendor work, inspections, and operational projects.
• Maintain, update, and publish Housekeeping schedules in Homebase, including adjusting staffing coverage and assigning additional work for open shifts or schedule gaps.
• Assist with tracking housekeeping completion, room turns, quality control follow-up, and departmental operational organization.
• Support preventative maintenance tracking, TELS task management, safety folders, and operational documentation compliance.
• Coordinate sign-up lists, scheduling logistics, and startup needs with Front Desk and other departments as needed.
• Provide operational support for campus-wide events, emergency moves, urgent operational needs, and interdepartmental logistics as assigned.
• Assist with emergency and high-priority operational errands and support functions for the Maintenance and Housekeeping departments.
• Maintain professional communication and positive working relationships with residents, associates, vendors, and leadership teams.
• Perform additional operational and administrative support duties as assigned to support efficient campus operations.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed