Maintenance Administrator

Uniland Development Corp•Town of Amherst, NY

31d•Onsite

About The Position

The Maintenance Administrator is responsible for coordinating and supporting maintenance operations within the Company. This includes managing service requests, scheduling repairs, maintaining records and ensuring compliance with company policies and safety regulations. Serving as the primary liaison between maintenance teams, vendors, and internal departments, the Maintenance Administrator plays a crucial role in facilitating the smooth operation of facility upkeep. By providing exceptional customer service and fostering strong relationships with both internal stakeholders and third-party customers, this position contributes to the effective functioning of the Company. The Maintenance Administrator ensures that all maintenance activities are executed efficiently, comply with regulatory standards, and align with Uniland’s commitment to quality, safety, and operations excellence.

Requirements

High school diploma or general education degree (GED) required.
Or a minimum of two years related experience and/or training required.
Or equivalent combination of education and experience.
Proven experience in administrative support roles, preferably in corporate or office environment.
Demonstrated experience coordinating maintenance activities, service requests, and vendor management.
Strong understanding of maintenance operations and safety regulations, with a proven ability to enforce compliance.
Strong understanding of maintenance and facility management processes, including work order systems, preventative maintenance and vendor coordination.
Familiarity with property management operations, maintenance contracts and service agreements.
Basic knowledge of building systems (HVAC, electrical, plumbing) and general maintenance terminology.
Proficiency with facility management software and Microsoft Office Suite (Excel, Word, Outlook); familiarity with property management or work order systems.
Strong organizational and time management skills, with the ability to prioritize tasks and adapt to a fast-paced, dynamic work environment
Customer service skills to provide a professional and responsive experience for tenants, vendors, maintenance teams and leadership.
Proven attention to detail for accurate data entry, work order tracking, and document management.
Active listening skills to understand client needs and provide effective solutions.
Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse teams.
Excellent time management skills with a proven ability to meet deadlines.
Strong analytical and problem-solving skills.
Detail-oriented with a commitment to delivering high-quality work within established deadlines.

Nice To Haves

Experience with facility management software and database systems is preferred.

Responsibilities

Provides professional, courteous, and responsive customer service to tenants, vendors, and internal teams, ensuring maintenance and repair issues are addressed efficiently.
Accurately processes, tracks, and manages work orders, ensuring timely dispatch, follow-up, and completion documentation.
Monitors and manages preventive maintenance schedules, ensuring timely execution and documentation of routine service tasks.
Coordinates and manages relationships with third-party vendors for maintenance services, ensuring they meet service-level agreements, quality standards, and compliance with safety regulations.
Administers and maintains contract maintenance services, including bid processes, purchase order tracking, and compliance with key contract deadlines.
Oversees invoice processing by verifying accuracy, obtaining necessary approvals, and coordinating with vendors and suppliers to resolve discrepancies.
Manages and maintains maintenance data, including work order metrics, preventive maintenance schedules, property condition reports, and departmental performance tracking.
Ensures accurate record-keeping and documentation for legal protections, operational efficiency, and compliance with company policies.
Supports operational and administrative functions, including calendar management, reporting, and transcription, while assisting department management with department projects.
Maintains positive working relationships with colleagues, customers, and vendors while upholding the company’s mission, guiding principles, and performance standards.
Tracks and analyzes work order response times, volume, and efficiency, providing reports and recommendations for process improvement.
Ensures compliance with safety regulations, company policies, and industry best practices in all maintenance-related operations.
Acts as a liaison between maintenance teams, vendors, property managers, and tenants to facilitate clear communication and issue resolution.
Assists in the preparation of departmental reports, presentations, and data analysis.
Continuously seeks opportunities for improvement, professional development, and industry knowledge advancement to enhance efficiency and service quality.
Actively participates and contributes in any/all initiatives when requested and/or required.
Performs other duties as assigned.

Benefits

Multiple medical plan options including a high deductible, low-cost HSA health plan with a generous employer contribution
Company-sponsored (paid) Life Insurance and Long-Term Disability
Comprehensive optional benefits such as Dental, Vision, Supplemental Life and Short-Term Disability, Legal/ID Protection, and Accident and Critical Illness Insurance
Paid time off options, 8 paid company holidays, Voluntary Time Off (VTO), bereavement leave, jury duty leave, parental leave, voting leave, and other forms of paid leave as required by applicable law or regulation
Retirement planning through the Company’s 401(k) with employer match

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