Maintenance Office Administrative Coordinator

Job description:

Maintenance Office Administrative Coordinator

Who we are

Miramont Country Club was built by owner and founder Donald A. Adam to fulfill his vision for the Bryan-College Station community. Mr. Adam, Texas A&M Class of 1957, had long desired to provide the community with a country club and residential neighborhood of international stature for a growing population of educated, well-traveled citizens seeking a first-class, full-service and family-friendly club that could become a home away from home and a gathering spot for every occasion. His vision was fulfilled in 2005 when the golf course and Clubhouse opened, turning heads and generating rave reviews from local residents and guests from around the world.

Benefits

We are proud to offer a comprehensive and competitive benefits package, including:

• Health, dental and vision insurance
• 401(k) with company matching
• Paid holidays, vacation and sick leave
• Complimentary lunch
• Flexible Spending Account (FSA)
• Employer-paid life insurance

Job Summary

The Maintenance Office Administrative Coordinator at Miramont Country Club supports the Building Engineer and maintenance team through streamlined administrative workflows, including efficient scheduling, detailed documentation and proactive inventory management. Acting as a vital liaison between office operations and facility needs, this role ensures timely maintenance coordination and upholds the Club’s high standards.

Duties

• Serves as the primary point of contact for maintenance requests, screen calls and emails and direct them to the Building Engineer or maintenance team members.
• Creates, assigns, schedules and tracks work orders in the Asset Essentials portal.
• Follow-up to ensure timely resolution on maintenance requests.
• Develops and maintains organized filing systems (both digital and physical) for work orders, manuals, inspection reports, warranties and vendor contracts.
• Complies and distributes maintenance reports, meeting notes, correspondence and records for the Building Engineer.
• Generates and tracks key metrics (e.g., open vs closed work orders, inventory usage), and provides weekly/monthly status updates.
• Assists in compliance documentation, including safety, environmental or regulatory records and inspections.
• Coordinates appointments, vendor meetings and routine inspections for facilities and equipment.
• Manages departmental calendar and schedules preventive maintenance and staff training sessions.
• Facilitates contractor/vendor access, ensures appropriate Club department communication and coordination.
• Monitors inventory levels (parts, tools, supplies); initiates purchase orders or requisitions under the supervision of the Building Engineer.
• Receives, inspects and logs deliveries; coordinate distribution to maintenance team members or storage areas.
• Assists with invoice reviews, creates check requests and coordinates with vendors for timely payment and accurate record‑keeping.
• Engages with maintenance vendors, staff and occasionally members, provide assistance with facility-related questions in a friendly and efficient manner.
• Responds promptly and professionally to all inquiries via email, phone, voicemail, maintenance software, notes or in person ensuring timely and effective communication.
• Supports event-related maintenance logistics by coordinating equipment needs, site access and timing with internal departments.
• Assists with minor payroll preparation (e.g. verifying timesheets, calculating hours worked, etc.).
• Maintains and updates maintenance calendars to track appointments, staff leave and upcoming due dates, ensure efficient scheduling and resource allocation.
• Performs additional administrative and clerical duties as assigned by the Building Engineer to support maintenance operations and ensure efficient facility management.

Qualifications

• High School Diploma or equivalent
• 2–5 Years of experience in office administration, preferably in facilities or maintenance settings.
• Proficiency with systems like Asset Essentials or similar maintenance management platforms.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Experience with invoice processing and check request creation.
• Efficiently handling inquiries and tasks in a timely manner.
• Monitoring and managing maintenance supplies and equipment.
• Excellent communication skills in both written and verbal communication.
• Attention to detail to ensure accuracy in documentation and scheduling.
• Professional and courteous interaction with vendors, staff and members.
• Skilled in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with OSHA standards and safety protocols.

Physical Requirements

• Must be able to stand; walk; bend; and use hands to finger, handle or feel.
• Must be able to reach with hands and arms; talk and hear.
• Must be able to occasionally lift and/or move up to 30 pounds.
• Must be able to sit for prolonged periods of time.
• Must be able to moderate noise levels in the work environment.
• Must be able to handle hot and cold interior and outdoor conditions.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to stoop or kneel to access files.
• Must be able to see the computer screen, paperwork, etc.

Licenses and Special Requirements

• Valid Driver’s License.
• CPR/First Aid Certification preferred.

Additional Information: This job description provides a general overview of the responsibilities and qualifications associated with the position and is not intended to be an exhaustive list of all duties, responsibilities, or requirements. Additional tasks may be assigned as needed. This description is subject to change at any time without prior notice.

Please note: To avoid any potential conflicts of interest, children or grandchildren of Miramont Country Club members are not eligible for employment at the Club.

Job Type: Full-time

Pay: $16.50 - $17.50 per hour

Work Location: In person

Salary : $17 - $18