Maintenance Administrator

Our client manages affordable housing properties across New York City, and this role sits at the operational center of that work. The Maintenance Administrator is responsible for keeping repair and maintenance operations running smoothly across the portfolio, from the moment a work order comes in to the follow-up call that confirms the tenant is satisfied. You will report to the Facility Manager and directly supervise the Front Desk Coordinator.

This is a coordination and oversight role, not a hands-on repair role. You will not be fixing things yourself. You will be making sure the right people are assigned, the right vendors are scheduled, everything is logged accurately in Yardi, and nothing falls through the cracks. The work is detail-heavy, tenant-facing, and genuinely matters to the people living in these buildings.

This role is:

• A supervisory and operational coordination position managing work order flow from intake to close-out
• A primary point of contact between tenants, maintenance staff, porters, and external contractors
• Responsible for compliance documentation, including health, safety, and fire code follow-up
• Accountable for accurate, timely data entry and invoice processing in Yardi
• A role that requires calm, clear communication with people under pressure

This role is NOT:

• A hands-on maintenance or trades role
• A back-office-only position, you will be interacting with tenants regularly
• A senior property management role with P&L responsibility
• A remote or hybrid position, the work requires daily on-site presence

• At least 2 years of experience in customer service, hospitality, property management, or a similar coordination-heavy environment
• Familiarity with property management software, Yardi experience is a strong plus
• Comfortable working in MS Office (Word, Excel, Outlook) day to day
• Working knowledge of health and safety regulations, including OSHA standards
• Strong organizational habits and the ability to manage multiple open tasks without losing track of details
• A calm, professional communication style with tenants, staff, and vendors alike
• Bilingual in English and Spanish, or English and Cantonese/Mandarin, is preferred and will be weighted seriously given the communities our client serves
• A high school diploma or equivalent is required; additional administrative credentials are a plus, but relevant experience matters more

• Receive, create, and assign work orders as soon as they come in, prioritizing by urgency and matching tasks to the appropriate technician or vendor
• Track open work orders through to completion, flagging recurring issues and escalating to the Facility Manager when an outside contractor is warranted
• Conduct follow-up with tenants within 24 hours of completed repairs to confirm satisfaction

• Maintain detailed logs of all maintenance requests, repairs, and preventive maintenance tasks in Yardi
• Send written notices and follow up by phone with tenants on maintenance-related lease violations, health and safety issues, and fire code compliance
• Help coordinate and document property inspections covering building systems, elevators, and fire alarms

• Schedule monthly and as-needed service visits with contractors and vendors, confirming timing with both the vendor and the tenant
• Process work order invoices and purchase orders in Yardi as work is completed and invoices are received

• Supervise the Front Desk Coordinator, including bi-weekly check-ins, ongoing coaching, and timely, direct feedback
• Keep Property Managers informed on the status of ongoing maintenance activity and surface urgent issues proactively
• Serve as the communication hub between maintenance staff, porters, contractors, and tenants, making sure everyone has what they need to do their job

• Monitor preventive maintenance schedules and track completion rates
• Identify patterns in recurring issues and surface them to the Facility Manager with relevant documentation
• Keep Yardi records current and accurate across all active work orders and vendor activity

• Base salary: $60,000 to $65,000, commensurate with experience