Maintenance Administrative Coordinator

Temporary Position (Indefinite Duration with Potential for Temp-to-Hire)

Pay Rate: $25.00-$27.00 per hour, depending on experience
Schedule: 35 hours per week

Our Client, a housing agency located in Downtown Pittsfield, is seeking a highly organized and detail-oriented Maintenance Administrative Coordinator to support the daily administrative functions of its Maintenance and Administrative teams. This position plays a critical role in ensuring efficient operations by coordinating maintenance activities, maintaining records, tracking work orders, supporting departmental communications, and assisting with various administrative projects.

This is an indefinite temporary assignment with the potential to become a permanent (temp-to-hire) opportunity for the right candidate.

Position Overview

The Maintenance Operations Coordinator serves as a central administrative resource for the maintenance and property operations team. The ideal candidate will possess strong organizational skills, excellent communication abilities, and proficiency with Microsoft Office applications, particularly Excel and Word. Successful candidates will be proactive, dependable, customer-service oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

• Develop, organize, and maintain physical and electronic filing systems for maintenance work orders, invoices, vendor records, and resident service requests.
• Schedule, monitor, and track maintenance work orders, inspections, and preventative maintenance activities.
• Coordinate with maintenance staff, contractors, and vendors to help ensure timely completion of repairs and service requests.
• Communicate with residents regarding maintenance appointments, service updates, and follow-up activities.
• Maintain spreadsheets and databases to track work order status, expenditures, vendor invoices, and departmental activity.
• Prepare, format, and distribute correspondence, reports, notices, and other administrative documents.
• Maintain inventory records for maintenance supplies, materials, and equipment.
• Answer incoming phone calls, respond to emails, and document resident service requests.
• Provide administrative support to maintenance leadership and assist with special projects as assigned.
• Process and track resident damage charge billing and related documentation.
• Support departmental reporting and recordkeeping efforts while ensuring accuracy and confidentiality.

Qualifications

• High School Diploma or GED required.
• Associate's Degree in Business Administration, Office Administration, or a related field preferred.
• Minimum of two years of administrative, clerical, or office support experience.
• Experience supporting maintenance, facilities, property management, housing, construction, or similar operations is highly desirable.
• Strong proficiency with Microsoft Excel and Microsoft Word.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Experience with housing programs, property management, HUD, or EOHLC regulations is a plus.

What We're Looking For

• Positive, professional attitude.
• Strong attention to detail and accuracy.
• Ability to prioritize competing tasks and meet deadlines.
• Dependable and self-motivated work ethic.
• Commitment to providing excellent customer service to residents, staff, and vendors.

Compensation & Benefits

• $24.00-$25.00 per hour, depending on experience
• 35-hour work week
• Indefinite temporary assignment
• Potential for permanent hire based on performance and organizational needs
• Opportunity to gain valuable experience within a respected housing organization serving the local community

Equal Opportunity Employer

Our Client and our organization are Equal Opportunity Employers committed to fostering a diverse, inclusive, and respectful workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other status protected by federal, state, or local law.

We encourage individuals from all backgrounds and experiences to apply and are committed to providing a workplace where all employees are treated with dignity and respect.

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