Maintenance Office Manager at Capitol Area Development Authority (CA) – Sacramento, California

The job of the Maintenance Office Manager is to manage the administrative operations of the Maintenance Warehouse front office, including direct supervision of maintenance office staff, managing all aspects of CADA work orders, and performing a wide variety of clerical and administrative duties relative to the operations of the Maintenance Warehouse and at the direction
of the Maintenance Office & Contracts Superintendent.

SUPERVISION
Immediate supervision is provided by the Maintenance Office & Contracts Superintendent, or as assigned by the Executive Director.
Essential functions are listed in order of importance, beginning with “A.”

A - Manage the maintenance front office staff, their services with contractors and tenants, their creation and assignment of maintenance work orders, and the processing of invoices. Provide necessary support to staff and ensure high quality customer service and regular auditing of invoices and expenses. Ensure coverage of the front office during all regular CADA business hours.

B - Receive and review all forms of service requests (online, phone, written, in-person, etc.) and coordinate with the Facilities Maintenance Superintendent to prioritize, schedule and assign available maintenance staff or outside contract workers to perform required maintenance work and ensure that work orders are completed in a timely manner and in alignment with CADA values and objectives. Maintain accurate records documenting service requests, work order completion timelines, pricing, staff assignments, vendor information, work orders, inspection forms, job completions, invoices, purchase orders and
other records necessary for the performance of assigned duties. Manage and clear work
orders as quickly as possible, reporting on work order status regularly to the position’s
supervisor and CADA’s Executive Team. Code incoming invoices to proper budget line items
for processing and track usage of contract budgets to ensure contracts are not overspent
and contract amendments are processed as needed.

C - Serve as a liaison to outside contractors; request and receive informal bids; maintain file
control of work performed on contracts; confirm contract completion and close out work
orders. Consult with supervisor, the Facilities Maintenance Superintendent, maintenance
staff, Resident Services Manager, resident services representatives, contractors and residents to clarify and resolve problems and issues related to maintenance requests and
requirements.

D - Answer phone and assist the general public; take and distribute messages to agency staff;
provide information on agency policies and procedures, as required. Respond to resident
and public inquiries in a courteous manner; treat all customers equally and respectfully;
resolve complaints in an efficient and timely manner. Reply to inquiries requiring
judgment, initiative and interpretation of departmental policies, practices and procedures.
Open and route incoming mail; review outgoing mail for composition, content, and
grammatical structure. Consult with supervisor for additional guidance or to escalate an
issue.

E - Prepare, process and maintain logs of purchase orders and requisitions for supplies and
equipment; receive and distribute supplies; close out requisitions upon receipt of materials.
Maintain all maintenance staff and duplicate keys and other access materials for agency
units in a secure area, checking them in and out with a key management system.

F - Perform a variety of clerical duties, including processing time and attendance records,
routine and special reports and other clerical support functions, as assigned.
The following skills, knowledge, and abilities are essential for successful performance of this
position. They are listed in order of importance. To the left of each function is a letter referencing
the above essential/other function that the qualification supports.
Knowledge of:

• CADA properties; provide accurate information to prospective residents. Agency’s mission, vision, objectives, values, programs, functions, policies and procedures. Operations, services and activities of assigned department.
• Principles and practices of customer service relations and teamwork.
• Proper preparation and format for correspondence and reports. Proper operating

techniques for a variety of equipment. Clear writing: grammar, punctuation, spelling,
vocabulary.
? Practices and procedures for adherence to safe work place. Bi-lingual abilities in any
language are desirable.
? Ability to: Perform a variety of clerical and administrative tasks in assigned area. Operate
and use modern office equipment, including a computer and related software programs.
Type at a speed necessary for successful job performance. Perform mathematical
calculations at a speed and accuracy necessary for successful job performance.
? Be self-motivated, demonstrate a positive, professional, and client-oriented attitude about
CADA with coworkers, residents, clients, and the public whether contact is by mail,
telephone, or in person. Constantly strive for improvements in work process and results to
better meet expectations.
? Work in an organized, efficient manner with a high level of accuracy, attention to detail,
and follow-through.
? Establish and maintain effective working relationships with those contacted in the course of
work. Maintain mental capacity which allows for effective interaction and communication
with others. Maintain physical condition appropriate to the performance of assigned duties
and responsibilities. Maintain effective audio/visual discrimination and perception to the
degree necessary for the successful performance of assigned duties.
? Perform on an ongoing basis as an active participant in the CADA team: recognizing that
acceptable absenteeism, punctuality and the ability to get along with others in the
workplace are important to the agency’s performing its mission successfully.
? Write staff reports and present before the Board of Directors or in CADA or public
meetings, as needed.
? Manage other staff utilizing strong management skills that promote employee’s professional
growth and job satisfaction, while ensuring an environment of inclusion and accountability.

EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and
abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience
Five years of clerical and administrative experience. Supervisory experience desired.
Experience in property management or facilities maintenance desired.
Training
Equivalent to the completion of the twelfth grade, plus a minimum of two years college or another
five years of experience.
WORKING CONDITIONS
Environmental Conditions: Office environment; exposure to computer screens.

Physical Conditions: Essential functions require maintaining physical condition necessary for performance of assigned duties.