Administrative Assistant - Construction & Maintenance

Administrative Assistant - Construction & Maintenance

To ensure success, the Construction & Maintenance Administrative Assistant should be highly organized, detail-oriented, and proactive, with strong communication and scheduling skills. This role requires proficiency in software systems,excellent follow-up ability, and a commitment to supporting both tenants and internal teams. Top candidates will have experience coordinating maintenance requests, assigning and tracking work orders, and maintaining accurate documentation to ensure accountability across all service areas, while executing additional duties as assigned.

The Construction & Maintenance Administrative Assistant will report directly to the Maintenance Manager and will serve as the primary administrative and scheduling employee of the maintenance team, supporting Property Managers, Maintenance Technicians, and other team members. This role focuses on workflow management, system administration, and tenant communication follow-up, ensuring all maintenance activity is scheduled, documented, and completed in alignment with company standards.

Duties and Responsibilities

Work Order Management

• Serve as the primary intake point for all maintenance work orders in AppFolio, reviewing requests for accuracy and completeness.
• Assign work orders to technicians, lawn crews, janitorial teams, or third-party vendors as appropriate.
• Conduct tenant follow-up calls after work orders are completed to review service quality and satisfaction.

• Create and manage job assignments in T-Sheets to ensure accurate time tracking for technicians, lawn, and janitorial staff.
• Edit and approve technician, janitorial, and construction laborer timesheets for payroll processing.
• Maintain the preventive and on-call maintenance calendars, and ensure recurring inspections and service tasks are scheduled on time.

• Manage all scheduling calls, vendor coordination, and follow-up communication to ensure timely completion.
• Support Property Managers by providing system updates and documentation for property-level oversight and tenant satisfaction.
• Participate in weekly syncs with Property Managers and the Maintenance Manager to review priorities, scheduling, and performance updates.
• Collaborate with the Maintenance Manager to support preventive maintenance planning, reporting, and performance metrics.
• Support daily administrative operations, including presentation development, document preparation, and general office tasks.

• Generate and distribute weekly work order status reports to Property Managers and the Maintenance Manager.
• Generate reports for company-wide updates on Maintenance team performance.
• Track vendor invoices and coordinate with accounting for timely approvals and payments.
• Code and approve Construction & Maintenance invoices as needed, ensuring accurate budget allocation and cost tracking.
• Document and maintain accurate records of work orders, technician updates, vendor details, completion statuses contracts, inspection reports, and safety documentation in AppFolio and other company systems.
• Ensure proper use of company software, including AppFolio for work order tracking and Google Drive for documentation, reporting, and file management
• Code and submit all receipts for the Construction & Maintenance teams, ensuring expenses are accurately cost tracked.

• Assist in coordinating safety trainings, meetings, and recordkeeping for compliance.
• Assist with onboarding new employees by preparing required departmental documentation (SOPs, etc.) and supporting software setup as needed.
• Other general duties as assigned.

• High school diploma or GED required.
• Training or coursework in office administration, facilities management, or construction is preferred.

• Minimum of 2-3 years of administrative, scheduling, or coordination experience, preferably in property management, construction, or maintenance.
• Proficiency in maintenance management software (AppFolio preferred), T-Sheets (or other time-tracking software), and Google Workspace.
• Strong organizational, scheduling, and multitasking skills.
• Excellent communication skills (phone, email, and written) with tenants, vendors, and internal teams.
• Core competencies: organization, communication, adaptability/flexibility, accountability, and problem-solving.

• Reliable transportation.
• Strong teamwork ability with a collaborative mindset.
• Excellent follow-up skills and attention to detail.
• Bilingual (English & Spanish) is a plus.

• Office-based with regular communication to field staff and vendors.
• Occasional visits to properties, warehouses, or job sites as needed.

• Paid Time Off, Health, Dental, and Vision
• 401K with 4% match
• Paid Holidays
• Gym Membership