Maintenance Administrative Coordinator

Hunt Military Communities•Kailua, HI

20d•$28 - $33

About The Position

The Maintenance Administrative Coordinator provides administrative support to the Maintenance Department. This position monitors work order activity, coordinates vendor follow-up, drafts and tracks purchase orders, maintains accurate records, and assists with workflow management to ensure timely completion of maintenance services. The coordinator supports maintenance teams, vendors, and leadership. The role also assists with scheduling, status updates, resident communications, maintenance records and reports, and special projects. It requires organizational, analytical, communication, computer, and prioritization skills, along with the ability to work independently and lift up to 50 pounds regularly and more than 50 pounds occasionally.

Requirements

High school diploma or GED required.
At least 1 year of experience in administrative support, maintenance coordination, property management, vendor coordination, work order tracking, customer service, or a related area.
Strong organizational and multitasking skills.
Strong analytical, investigative, and problem-solving abilities.
Excellent verbal and written communication skills.
Ability to communicate effectively with employees, contractors, vendors, regulatory agencies, and clients.
Strong attention to detail.
Proficient computer skills, including Microsoft Office, inspection software, and database applications.
Ability to prioritize work assignments across multiple sites and projects.
Ability to work independently with minimal supervision.
Ability to lift up to 50 pounds regularly and more than 50 pounds occasionally.

Nice To Haves

Associate's degree in Business Administration, Office Administration, Facilities Management, Property Management, or a related field.
At least 1 year of experience supporting maintenance operations, purchase orders, vendor workflows, resident communications, or maintenance reporting.

Responsibilities

Support and monitor open work orders and identify aging tickets based on business response and completion-time requirements.
Review and follow up on work orders that exceed established completion targets.
Assist Maintenance Managers with scheduling, status updates, and customer communications.
Identify and follow up with vendors regarding outstanding purchase orders.
Follow up with vendors regarding scheduling, completion dates, invoices, and service documentation.
Escalate aging vendor work orders to management.
Assist with resident updates.
Coordinate work order communications between the Resident Services Office and Maintenance Team.
Support the Maintenance Director.
Organize maintenance files, records, and reports.
Assist with special projects and operational initiatives.