Maintenance Coordinator (Admin Assistant 2)

HumanGood • Los Altos, CA

6d • $26 - $32

About The Position

Under general supervision, the Maintenance Coordinator (Admin Assistant 2) provides administrative and secretarial support for Facilities and serves as the central point of operations for facilities-related services. The position prepares correspondence and other documents, uses word-processing programs, coordinates travel arrangements as needed, updates computer files, and screens incoming calls. It also supports the Facilities Team in managing properties leased or owned by the organization. Customer service and multitasking are critical; the position is expected to represent the company professionally and help ensure resident satisfaction.

The Coordinator provides day-to-day administrative support to the Director, Buildings and Grounds; administers the Facilities Service Desk and work-order processes; handles purchasing and invoice-related administration; supports security card access; coordinates event setup and vendor services; maintains Facilities records, supplies, vendor information, and emergency contact sheets; and assists with training and special projects. The role requires safe work practices, compliance with the facility safety program, and courteous service to residents, guests, and coworkers.

The schedule is Monday through Friday, 8:00 AM to 4:00 PM. The stated pay range is $26–$32 per hour.

Requirements

• High school diploma or equivalent.
• Some college coursework or vocational school courses emphasizing clerical skills, including transcribing, alphabetizing, filing, word processing, spreadsheets, tables, and scheduling.
• At least one year of clerical experience, or an equivalent combination of training and experience that provides the required skills, knowledge, and abilities.

Responsibilities

• Provide day-to-day administrative support to the Director, Buildings and Grounds.
• Administer the Facilities Service Desk by processing phone, walk-in, and emailed service requests; communicating request status, options, and results to internal customers; and dispatching requests to appropriate personnel.
• Generate service requests, assign technicians, monitor the CMMS for prompt work-order closure and follow-up, and collect and report service metrics and other relevant data.
• Process purchase requisitions, vendor bills, and invoices, and track Facilities budgets.
• Administer the security card access system.
• Coordinate event setup requests and schedule support services such as cleaning to accommodate the community schedule.
• Interface with vendors regarding daily service, scheduled service, and special requests; communicate requests through logs and direct communication; report service issues; and track preventive maintenance.
• Maintain office supply inventory for the Facilities team.
• Develop and maintain office filing systems for vendor information, service history, and document libraries.
• Develop and maintain a current vendor list and emergency contact sheets containing Facilities staff and vendor information.
• Schedule and track department training.
• Assist the Director of Facilities and Emergency Management Coordinator with special projects and tasks as needed.
• Attend required in-service training workshops and meetings.
• Conduct work tasks safely and in compliance with the facility safety program.
• Provide effective and courteous service to residents, guests, and coworkers.
• Perform related essential duties as required.
• Prepare correspondence and other documents, use word-processing programs, coordinate travel arrangements as needed, update computer files, and screen incoming calls.

Benefits

• Health, dental, and vision plans, starting the first of the month following the start date.
• 20 days of paid time off, increasing with years of service, plus 7 company holidays.
• 401(k) with up to a 4% employer match and immediate vesting of funds.
• HSA option with an employer contribution.
• Tuition reimbursement and continuing education programs.
• $25 per-line unlimited cell phone plan, plus taxes and fees.
• Cell phone stipend.
• Employer-paid employee assistance program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED