What are the responsibilities and job description for the Maintenance Admin Assistant position at Westland Real Estate Group?
Company Overview:
Established in 1977, Westland Real Estate Group is a privately owned Property Management company that manages and owns their own Real Estate portfolio responsibly. Our real estate portfolio consists of both Commercial and Residential with Residential having over 14,000 units spread out through Southern CA, Las Vegas, NV and Fort Worth, TX.
Westland is headquartered in Long Beach, CA, and believes in continually growing and expanding the Westland family while providing high-quality service and making a positive impact on each community we serve. Our company values are Family, Opportunity, Commitment and Results. Come and join the Westland team where growth is key!
Overview:
We are seeking a highly organized and proactive Maintenance Admin Assistant.The ideal candidate will be skilled in managing calendars and handling administrative tasks efficiently. The role requires exceptional communication. The Maintenance Admin Assistant will ensure smooth operations and provide high-level support.
Position In Brief:
The Maintenance Admin Assistant requires the performance of multiple tasks related to Maintenance and general upkeep of Residential, Commercial and MHP Properties. This involves routine tasks follow-ups, responding to tenants’ hotline calls, inventory keep ups and logs, and reviewing work orders, estimates and contracts. It also involves more complex tasks, such as diagnosing repair items, troubleshooting via phone, comparison of labor and materials pricing ranges, determining the scope of work, and identifying maintenance issues.
Essential Basic Requirements:
Experience:
- Position prefers 2-4 years experience of customer service, preferably in Property Management and Maintenance
- Proficiency in MS Word, MS Excel, and MS Outlook a must, Yardi or similar property management software
- Knowledge of operating standard office equipment
- Excellent communication skills – written and verbal
- Ability to prioritize projects and strong problem-solving skills
- Good research skills and attention to details
Education:
- High School Diploma or equivalent required
- Associate Degree, preferred
Personal Competencies:
- Must be able to take direction/supervision and work cooperatively with others
- Ability to perform general office work
- Ability to use a computer and related software programs to accomplish assigned tasks
- Knowledge of office practices and procedures
- Skill in typing and entry data accurately
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
- Ability to write routine reports and correspondence
- Ability to maintain complex records and to assemble and organize data
- Have excellent communication skills - written and verbal, must also have experience in planning and organizing, prioritizing, problem assessment and problem-solving
- Customer service-oriented with the ability to work both independently and in teams.
Job Duties and Responsibilities:
- Assist in training and guiding Maintenance employees
- Gather, input, retrieve and maintain maintenance information in both computer and manual systems
- Be able to diagnose troubleshoot repairs via telephone
- Able to run reports and find recurring problems, callbacks, performance issues within the work order system
- Provide general clerical work to ensure the smooth operation of the Maintenance Department
- General clerical duties, including filing, photocopying, faxing, posting of notices, and ordering of parts and supplies as directed
- Develop and issue computer reports as requested
- Assist with and/or prepare materials, calculate labor and compare contracts of minor construction and maintenance
- Prepare summary reports of maintenance costs
- Conduct a review of bids and comparison of scope of work in offers and invoices
- Research availability and source; finding new vendors, and assist with purchases
- Prepare all purchase requisitions, coordinate and expedite approvals as required, maintain all budgetary records and provide follow-up action with accounting
- Coordinate maintenance work at the property; identify schedules and proposed time for each maintenance work; confirm Work Order was opened and closed properly
- Train and communicate with Managers and Supervisors in all Maintenance aspects, as needed; evaluate the performance of each property and suggest periodical retraining as needed
- Review documents for sufficiency and maintaining any necessary follow-up
- Assist with maintaining all files and inventory records of all orders placed and received, including delivery time schedules; keep an up-to-date record of materials used so that minimum stock levels are maintained
- Ensure all tenants’ maintenance issues were adequately addressed and completed by following up and addressing the specific maintenance issue; conduct follow-ups on completed maintenance work and provides suggestions for more timely and efficient ways to complete the process
- Schedule vacant unit vendors’ work; adhere with bank requirements
- Ad-hoc tasks as assigned
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice. I acknowledge that I have read and understood the above job description in its entirety and am capable of performing all of the stated requirements
