Administrator – Maintenance and Capital Improvement Projects

HI USA is seeking an experienced and highly organized Administrator to support maintenance operations and capital improvement projects at our hostels in New York City and Boston. This multi-property role plays a vital part in ensuring that hostel buildings are safe, functional, sustainable, and aesthetically maintained through the management of budgets, vendors, capital improvements, and preventative maintenance programs.

The Administrator works closely with the General Manager at each location, supporting their overall responsibility for facility operations and direct oversight of on-site maintenance staff. The role also collaborates with hotel network leadership, including the Regional Maintenance Chief and the Director of Hostel Services, to ensure compliance with network-wide standards, systems, and initiatives.

In addition to local responsibilities, this position supports the administration and coordination of major fixed asset projects across the broader HI USA hostel network.

This is a great opportunity for someone with a background in facilities, operations, or project management who values structure, teamwork, and mission-driven work.

Key Responsibilities

Budget Management

• Manage maintenance and facility budgets and expenses, including utilities and contractor fees
• Track spending and prepare updates for review with hostel and network leadership

Preventive Maintenance Planning

• Oversee preventive maintenance programs and repair schedules
• Coordinate with contractors and vendors to ensure timely, quality work

Vendor and Contract Administration

• Manage relationships with external vendors, contractors, and service providers
• Coordinate contract execution, renewals, and compliance with service terms
• Assist with evaluation, negotiation, and tracking of vendor contracts
• Prepare and process purchase orders, invoices, and service documentation

Record Keeping and Analysis

• Maintain accurate records of maintenance activities, repairs, and vendor performance
• Use a digital maintenance management system to track and report on work
• Analyze trends and make recommendations for improvements to the General Manager

Building Compliance and Environmental Health

• Ensure properties comply with local and state building and life safety codes
• Maintain documentation for inspections, certifications, and audits
• Support energy benchmarking, environmental risk assessment, and sustainability goals
• Develop and manage an environmental health and safety program
• Handle compliance audits, indoor air quality complaints, and waste management planning

Strategic Planning and Problem Solving

• Contribute to long-term planning for building maintenance and improvements
• Troubleshoot facility issues, using digital tools for monitoring and coordination
• Support cross-departmental initiatives and respond to facility-related challenges

Communication and Technology Use

• Serve as the main administrative contact for internal departments and vendors
• Manage digital communications and records to keep all stakeholders informed
• Leverage technology to monitor tasks, track progress, and support facility teams

General Administration

• Ensure smooth day-to-day operations related to maintenance and facility needs
• Manage work orders and service requests through systems like Net Facilities
• Maintain inventory records and track supply needs
• Respond to inquiries and escalate issues as needed
• Perform basic manual tasks as necessary to support site operations and guest needs

Skills and Qualifications

• Experience in facilities or maintenance administration, project coordination, or related fields
• Knowledge of building operations, vendor management, and maintenance systems preferred
• Strong attention to detail and ability to manage multiple priorities
• Excellent verbal and written communication skills
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Familiarity with building compliance regulations and maintenance management software
• Able to work both independently and collaboratively in a fast-paced environment

What Makes HI USA Unique
HI USA is a nonprofit with a mission to connect people through travel and cultural exchange. Our hostels are more than just places to stay. They are welcoming spaces where travelers from all walks of life can share experiences, build community, and explore new ideas. As part of our team, you’ll help maintain environments that support meaningful travel and lifelong connections.