What are the responsibilities and job description for the Maintenance Administrator position at Missoula Housing Authority?
Position Overview
The Maintenance Administrator plays a crucial role in ensuring the smooth operation of maintenance services by coordinating and tracking work orders, managing vendor relationships, maintaining records, and providing administrative support to the Construction Project Manager. This position requires strong organizational skills, attention to detail, and the ability to communicate effectively with vendors, tenants, and internal staff.
Essential Job Functions & Core Competencies
Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.
Administrative Duties & Coordination
- Process and track maintenance requests from tenants, staff, or property managers.
- Schedule and dispatch maintenance technicians or vendors for repairs and services.
- Maintain and update maintenance records, invoices, and service agreements.
- Ensure compliance with company policies, safety regulations, and legal requirements.
- Monitor maintenance budgets and assist with cost control efforts.
- Draft, review, and maintain contracts for vendor services and maintenance agreements.
Vendor & Contractor Management
Coordinate with vendors and contractors to obtain quotes, schedule work, and ensure timely service delivery.
Communication & Customer Service
Serve as the primary point of contact for maintenance-related inquiries from staff and vendors.
Inventory & Supplies Management
Track and order maintenance supplies, tools, and equipment as needed.
Position Requirements
Knowledge of basic office procedures and practices, grammar, and business English.
Qualifications
Education : High school diploma or equivalent (associate or bachelor's degree preferred).
Physical and Mental Demands
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is regularly required to sit; stand and walk; talk or hear, both in person and by telephone; and use hands repetitively to operative, finger, handle or feel office equipment; and reach with hands and arms. The employee must frequently shift, move or lift up to 20 pounds, occasionally shift, move or lift up to 40 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read, interpret and analyze data and information; use math and mathematical reasoning; analyze and solve problems; observe people and situations; learn and apply new information; perform highly detailed work on multiple, concurrent tasks with frequent interruptions; work under deadlines and with changing priorities and interact with managers, clients, representatives of other public, private and social service organizations, volunteers, contractors, employees, the public and others encountered in the course of work.