Administrative Associate - New York, United States - Clinton Housing Development Company
Description
Job Description
Job DescriptionNature of Work
The Administrative Assistant for Maintenance and Operations provides administrative support to the Deputy Director of Maintenance and Operations including management of maintenance technology, assignment and scheduling of work orders and reporting on maintenance-related items. The Administrative Assistant for Maintenance and Operations also participates in special projects as needed.
Responsibilities
· Attain technical proficiency in all related CHDC systems and applications
· Administer maintenance requests through work order system
o Create work orders in maintenance system from requests received
o Assign work orders in maintenance system
o Schedule work orders for work order team
o Monitor activity in maintenance system to ensure accurate information and timely response
o Edit information as needed on existing maintenance system work orders
o Schedule vendors for specific work orders as needed
o Collaborate with Assistant Property Managers to gain access to units when needed
o Prepare and analyze reports in maintenance system
o Gather ad hoc data from maintenance system as needed
· Manage procurement of maintenance supplies and equipment
o Procure materials for work orders
o Procure janitorial supplies for Property Superintendents and Porters
o Order appliances and track delivery status
· Schedule and manage all mechanical equipment repairs, including but not limited to:
o Boiler
o Pump
o HVAC
o Sewer and Ejector Pumps
· Manage Administration of all Agency Violations
o Coordinate with Assistant Property Managers to schedule repairs related to Violations
o Collaborate with Property Management Staff to certify Violations upon completion of work in work order system
o Complete online certification on agency website(s)
· Obtain and submit proposals for maintenance projects
o Participate in Invoice Approval process
o Participate in Proposal Approval process
· Participate in special projects as assigned by Director of Maintenance and Operations
· Provide organizational support as needed
Requirements and Qualifications
· Bachelor's degree or equivalent
· At least 3 years of experience in administrative assistance, property and maintenance management, or related field
· Background in affordable housing preferred
· Heavy administrative expertise with exceptional attention to detail
· Ability to work independently on deadline-driven tasks
· Technology literacy including MS Office, with strong Word, PowerPoint, and Excel proficiency
· Knowledge of MaintainX or other maintenance management software preferred
· Knowledge of BostonPost, Yardi, or other property management software a plus
· Excellent organizational skills
· Strong written and verbal communication skills
· Ability to manage competing priorities
· Experience working with diverse populations
· Spanish speaking a plus
Reports to
Director of Maintenance and Operations
Company DescriptionClinton Housing Development Company (CHDC) builds community by preserving and creating high quality, permanently affordable housing in the Clinton/Hell's Kitchen and Chelsea neighborhoods on the West Side of Manhattan. We integrate community, cultural and green spaces into developments and provide consulting services for larger community initiatives. We collaborate with neighborhood and citywide stakeholders in both the public and private sectors. CHDC developments promote diversity and economic integration by respecting and valuing the people, history and physical character of the community.