Maintenance Administrative Coordinator

Job Summary:

We are seeking a highly organized and detail-oriented Facilities Administrative Coordinator to support the Facilities Management team in daily operations. This role is key to ensuring smooth communication and coordination between maintenance teams, contractors, and other departments. The ideal candidate will be proactive, possess strong administrative skills, and be comfortable working in a fast-paced environment.

Key Responsibilities:

• Assist the Facilities Maintenance team with administrative tasks related to the upkeep of the building, grounds, and equipment.
• Maintain accurate records of maintenance schedules, service contracts, and completed work.
• Communicate with vendors, contractors, and suppliers to obtain quotes, schedule services, and track the status of ongoing projects.
• Process purchase orders and invoices for maintenance-related materials and services.
• Assist with inventory management of maintenance supplies and equipment.
• Prepare and update reports related to maintenance activities and building performance.
• Organize and maintain digital and physical files related to facilities operations.
• Support compliance with safety regulations and environmental standards in the facility.
• Manage and coordinate the documents of the agency properties, including the risk management, development and implementation of operational standards and specifications, all within the regulatory guidelines of agencies such as grantors and DHS, DCFS, IDPH, BQM, and HUD.
• Perform other administrative duties as required by the Facilities Manager or other senior staff members.

• High school diploma or equivalent required.
• Associate's degree in business administration or a related field is preferred.
• 2 years of experience in an administrative role, preferably in facilities maintenance or a similar environment.
• Proficient in invoicing and Accounts Payable
• Strong organizational and time management skills with the ability to prioritize tasks.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Familiarity with facility maintenance processes and terminology is a plus.
• Knowledge of building systems (HVAC, electrical, plumbing) is an advantage.
• Ability to maintain confidentiality and exercise discretion.

Physical Requirements:

• Occasional lifting of light to moderate objects (up to 25 lbs.).
• Ability to sit or stand for extended periods.
• Ability to travel to various locations in and around DuPage County in Illinois.

Working Conditions:

• This position may require occasional evening or weekend work to accommodate maintenance schedules.
• Fast-paced environment with varying priorities and occasional high-pressure situations.

Schedule:

Generally, up to 30 hours per week. May work from home (approved schedule) and must be available to travel to various locations within DuPage County as needed.