About Us:
We are a well established multifamily property management company overseeing approximately 300 apartments throughout the San Jose area. We're looking for a dependable and organized Maintenance Administrative Assistant to support our in-house maintenance team with logistics, inventory, and inspection tasks.
Position Summary:
This is a field and office-based role that supports daily maintenance operations across multiple properties. Responsibilities include ordering parts, tracking inventory, inspecting units, coordinating team logistics, and confirming repairs. You’ll travel regularly between sites and to local supply stores — a personal vehicle is required. This position is ideal for someone who is organized, hands-on, and a strong communicator.
Key Responsibilities:
Maintenance Coordination
- Manage, prioritize and assign digital work orders in the maintenance system
- Dispatch maintenance staff based on scheduling and urgency
- Communicate clearly with technicians and residents to coordinate work
- Follow up on repairs, supervise and ensure quality completion
- Maintain digital records and logs of all work completed
Inventory & Supplies
- Order parts, appliances, and tools from approved vendors
- Drive to pick up and deliver supplies to various properties (mileage reimbursed)
- Track inventory levels and keep supply areas organized
- Reconcile purchases and maintain order logs
Unit Inspections & Turnovers
- Conduct inspections of vacant units and generate detailed turn lists
- Coordinate painting, repairs, and maintenance scheduling for unit turns
- Re-inspect completed units to ensure they meet standards
- Document all findings and communicate with team and management
General Support & Administration
- Occasionally Post notices and schedule resident repairs
- Support seasonal maintenance projects
- Assist with vendor quotes and scheduling
- Prepare weekly and monthly maintenance reports
- Communicate with Leasing/office team apartment status and maintenance priorities.
- Process improvement tasks overseen by maintenance manager
- Occasionally interact with the city for inspections and follow up
Qualifications:
- Strong organizational skills and ability to juggle multiple priorities
- Clear written and verbal communication
- Proficient with mobile devices, basic computer systems, google sheets/excel
- Understanding of basic maintenance terminology and apartment systems is helpful
- Must have a reliable vehicle, valid driver’s license, and insurance
- Must be comfortable walking units, climbing stairs, and lifting up to 25 lbs
- Bilingual (English/Spanish) strongly preferred
- Transferable skills from roles in logistics, inventory management, facilities, or construction admin are welcome
Job Type: Full-time
Pay: $22.00 - $28.00 per hour
Expected hours: 40 per week
Benefits:
- Paid time off
Schedule:
- Monday to Friday
- Weekends as needed
Work Location: In person