ADMINISTRATIVE ASSISTANT TO MAINTENANCE in MIDTOWN MANHATTAN, New York at Clinton Housing Development Company

Nature of Work

The Administrative Assistant – Maintenance & Operations provides comprehensive administrative, operational, and organizational support to Clinton Housing Development Company's (CHDC) Maintenance and Operations Department.

This position plays an essential role in coordinating daily maintenance activities, managing work orders, scheduling repairs, communicating with vendors and property management staff, overseeing the procurement of maintenance supplies, and maintaining accurate records of departmental activities.

The Administrative Assistant is responsible for ensuring that maintenance requests are properly documented, assigned, monitored, and completed in a timely manner. The position also supports regulatory compliance, equipment servicing, reporting, and special projects across CHDC's portfolio of residential and commercial properties.

The ideal candidate is highly organized, detail-oriented, technologically proficient, and capable of managing multiple priorities in a fast-paced property management environment.

Responsibilities

1.Work Order Management and Maintenance Coordination

• Receive, review, create, and process maintenance requests through CHDC's computerized maintenance management system.
• Assign and schedule work orders for maintenance personnel based on priority, availability, and operational needs.
• Monitor outstanding work orders to ensure timely responses, completion, and accurate documentation.
• Follow up with maintenance staff regarding pending repairs, incomplete assignments, and overdue work orders.
• Update work order records to reflect repair progress, scheduling changes, materials required and completed work.
• Coordinate with Property Managers and Assistant Property Managers to arrange apartment access and communicate scheduled repairs.
• Assist in identifying recurring maintenance issues and bringing unresolved matters to management's attention.
• Maintain accurate records of maintenance activities and generate reports identifying outstanding, completed, and overdue work orders.

2. Vendor Coordination and Scheduling

• Coordinate and schedule outside contractors and service vendors for maintenance repairs and specialized services.
• Communicate with vendors regarding service requests, appointment scheduling, work scopes, and completion timelines.
• Follow up on outstanding vendor appointments, service reports, proposals, and repair completion.
• Maintain organized records of vendor communications, service appointments, and completed work.
• Assist with obtaining and organizing vendor proposals and supporting documentation for management review.
• Coordinate with property management staff to facilitate vendor access to buildings, apartments, and mechanical spaces.

3. Purchasing, Procurement, and Inventory Coordination

• Coordinate the purchasing of maintenance materials, equipment, appliances, and supplies.
• Process supply requests submitted by maintenance personnel, Property Superintendents, and Porters.
• Order janitorial supplies and other materials necessary for building operations.
• Obtain pricing and availability information from vendors and suppliers.
• Monitor purchase orders, delivery schedules, and outstanding orders.
• Track appliance purchases, delivery dates, and installation scheduling.
• Maintain organized purchasing records, invoices, receipts, and related documentation.
• Assist in monitoring supply expenditures and identifying opportunities for cost-effective purchasing.

4. Building Systems and Preventive Maintenance Scheduling

• Coordinate routine servicing, inspections, and repairs of building mechanical equipment, including:
• Boilers and heating systems
• Water pumps and circulation pumps
• HVAC systems
• Sewer and ejector pumps
• Other mechanical and building equipment as assigned
• Maintain schedules and records of preventive maintenance activities.
• Follow up with contractors and maintenance personnel regarding outstanding service appointments and equipment repairs.
• Track service reports and identify equipment requiring additional attention.
• Notify management of missed appointments, recurring equipment failures, and unresolved service issues.

5. Regulatory Violations and Compliance Administration

• Maintain accurate records of building violations issued by regulatory agencies, including HPD, DOB, FDNY, and other applicable authorities.
• Coordinate with Property Managers, Assistant Property Managers, and maintenance personnel to schedule corrective work.
• Monitor violation correction deadlines and follow up on outstanding repairs.
• Track the progress of violation-related work orders and maintain supporting documentation.
• Assist in preparing and submitting violation certifications and related documentation through agency websites, as directed.
• Maintain records of completed repairs, certifications, photographs, and other required supporting materials.
• Notify management of approaching deadlines, outstanding violations, and matters requiring immediate attention.

6. Invoice, Proposal, and Administrative Processing

• Assist with the review and processing of maintenance-related invoices and vendor proposals.
• Verify that supporting documentation is available for management review and approval.
• Match invoices with corresponding work orders, service reports, or purchase records when applicable.
• Follow up with vendors regarding missing documentation, invoice discrepancies, and outstanding proposals.
• Maintain organized electronic and physical records of departmental expenditures and transactions.
• Prepare correspondence, spreadsheets, reports, and other administrative documents as requested.

7. Reporting, Data Management, and Departmental Support

• Develop and maintain spreadsheets, tracking logs, and departmental reports.
• Prepare regular reports on work order activity, outstanding repairs, vendor scheduling, purchasing, and regulatory compliance.
• Ensure information entered into CHDC's maintenance and property management systems is accurate and current.
• Analyze maintenance data to identify delays, recurring problems, and operational trends.
• Assist in maintaining departmental files, service records, contracts, and correspondence.
• Support the Director of Maintenance and Operations with administrative assignments and special projects.
• Communicate effectively with maintenance personnel, property management staff, contractors, vendors, and other departments.
• Perform additional administrative duties as assigned to support the efficient operation of the department.

Requirements and Qualifications

· Strong administrative and organizational skills with exceptional attention to detail.

· Ability to coordinate multiple maintenance assignments, vendors, and deadlines simultaneously.

· Excellent written and verbal communication skills.

· Strong follow-up skills and the ability to track assignments through completion.

· Proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.

· Experience using computerized maintenance management systems, preferably MaintainX or similar software.

· Familiarity with Yardi or comparable property management software preferred.

· Ability to prepare reports, maintain tracking spreadsheets, and organize large volumes of information.

· Understanding of building maintenance operations, apartment repairs, and property management procedures.

· Familiarity with maintenance terminology, equipment servicing, and vendor coordination.

· Ability to work independently, exercise sound judgment, and recognize matters requiring management attention.

· Strong problem-solving skills and the ability to manage competing priorities.

· Professionalism, discretion, and the ability to handle confidential information appropriately.

· Ability to communicate and work effectively with individuals from diverse backgrounds.

Minimum Qualifications

Education

· Bachelor's degree or equivalent combination of education, training, and relevant professional experience.

Experience

· Minimum of five years of administrative experience, preferably in property management, building maintenance, facilities management, construction administration, or a related field.

· Experience coordinating work orders, contractors, scheduling, purchasing, or maintenance-related administrative activities.

· Previous experience working in affordable housing or residential property management preferred.

· Experience with regulatory agency procedures, building violations, and compliance tracking is highly desirable.

Additional Qualifications

· Demonstrated ability to work in a deadline-driven environment.

· Strong computer proficiency and ability to learn new software applications.

· Spanish-speaking ability is a plus.