Service Operations Administrator & Compliance Specialist

Description

The Service Operations Administrator & Compliance Specialist plays a vital role in ensuring properties comply with Federal, State, and Local regulations while overseeing the scheduling, coordination, and administrative functions of the maintenance department. This position ensures inspections are completed, work orders are processed efficiently, tenant notifications are handled, and maintenance operations run smoothly. The role serves as a key liaison between compliance teams, property managers, maintenance staff, and vendors to uphold legal and operational standards.

Duties And Responsibilities

Compliance Responsibilities

• Attend and facilitate required inspections to ensure properties meet all regulations.
• Identify and resolve code violations, obtain necessary permits, and coordinate with inspectors.
• Install life safety equipment and complete rental corrections to maintain habitability.
• Perform minor maintenance repairs or compliance corrections as needed.
• Record all compliance-related tasks and interactions in AppFolio with proper documentation
• Communicate compliance issues and required actions to property managers.
• Maintain professional and courteous interactions with tenants, property owners, and officials.
• Securely manage property keys.
  
  

Scheduling & Maintenance Coordination Responsibilities

• Oversee and manage the work order process, including creating, assigning, scheduling, and closing work orders.
• Assign work orders to technicians or vendors using the maintenance dashboard.
• Escalate work orders as needed and ensure tenant notifications are properly made.
• Run reports for lawn care and other recurring maintenance tasks.
• Schedule inspections for compliance teams and field supervisors.
• Ensure work orders are completed on time by following up with responsible parties.
• Review work orders for accuracy, including vendor invoices.
• Estimate labor, materials, and time required for maintenance tasks, approving estimates as needed.
• Communicate with service techs at the end of each job to ensure work was completed and materials were allocated properly.
• Work closely with Maintenance Tech Supervisor, Field Manager, Scheduling Administrator, Property Managers, and Accounting.
• Onboard and manage service contractors to ensure quality work at reasonable costs.
• Implement and manage preventative maintenance programs.
• Maintain records of all maintenance work and compliance activities.
• Manage maintenance inventory and supplies.
• Maintain and oversee the “On-Call” process, responding to emergency maintenance requests.
• Regularly update management on maintenance and compliance activities.
  
  

Administrative Responsibilities

• Facilitate the efficient operation of the maintenance department by performing clerical and administrative tasks.
• Ensure all maintenance activities are tracked, documented, and properly recorded in company software (such as AppFolio, QR, or Dext).
• Monitor maintenance budgets and ensure tasks remain within financial allocations.
• Coordinate with property managers and other stakeholders for scheduling and execution of owner-performed tasks.
• Complete additional duties as assigned or needed.
  
  

Requirements

Qualifications & Skills

• Strong understanding of property compliance regulations, maintenance workflows, and scheduling.
• Experience in administrative support, scheduling, and coordination.
• Excellent organizational and communication skills.
• Ability to multitask and prioritize tasks efficiently.
• Experience working with vendors, technicians, and inspectors.
• Strong problem-solving skills and attention to detail.
• Ability to work independently while maintaining strong team collaboration.
• Valid Driver’s License
• Bilingual (preferred but not required - mastery of English language in written and verbal communication is required)