Maintenance Administrative Assistant

Priority Dispatch Corp.; Louisville (KY); On-site; USD 42,000 - 56,000; Full time

Job summary

Priority Dispatch Corp. seeks an organized Maintenance Administrative Assistant to support the Facilities & Maintenance team in a senior living community. You will log and prioritize work orders, manage vendor communications, and maintain maintenance records to ensure safety and smooth operations.

Ideal candidates have a high school diploma or GED, at least two years of admin experience, and familiarity with CMMS. Healthcare or hospitality experience is a plus in a fast-paced environment.

Qualifications

• High school diploma or GED required; associate degree or coursework in business administration a plus.
• Minimum of two years of administrative or clerical support experience.
• Experience with work order management or CMMS preferred.
• Prior experience in senior living, healthcare, or hospitality environments is a plus.

Responsibilities

• Receive, log, and prioritize maintenance requests through the work order system, tracking tasks to completion.
• Serve as first point of contact for maintenance-related calls, emails, and inquiries.
• Maintain records of preventive maintenance schedules, equipment inspections, and safety documentation.
• Coordinate scheduling with outside vendors, confirm appointments, and track invoices.
• Track inventory of maintenance supplies and assist with purchasing and restocking as needed.
• Prepare and maintain department files, reports, and logs, including SDS, warranties, and service contracts.
• Assist with budget expenditures, purchase orders, and invoice processing with the Maintenance Director/Manager.

Skills

Administrative support

CMMS experience

Vendor communication

Healthcare experience

Detail oriented

Education

High school diploma or GED

Associate degree in business admin

Tools

Microsoft Office

CMMS

Job description

Primary Purpose:The Maintenance Administrative Assistant provides administrative and clerical support to the Facilities & Maintenance department, helping ensure the smooth day-to-day operation of the maintenance function within the senior living community. This role serves as a central point of coordination for work order tracking, vendor communication, inventory recordkeeping, and departmental documentation, allowing maintenance leadership and technicians to focus on the upkeep and safety of the community. The ideal candidate is highly organized, detail-oriented, and comfortable supporting a fast-paced, service-driven environment where residents' comfort and safety are the top priority.Qualifications/Skills Needed:High school diploma or GED required; associate degree or coursework in business administration a plus.Minimum of two years of administrative or clerical support experience, preferably in a maintenance, facilities, property management, or healthcare setting.Experience with work order management or computerized maintenance management systems (CMMS) preferred.Prior experience in senior living, healthcare, or hospitality environments is a plus.Primary Duties (Essential Functions) include but are not limited to:Receive, log, and prioritize maintenance requests through the work order system, assigning and tracking tasks through to completion.Serve as the first point of contact for maintenance-related phone calls, emails, and in-person inquiries.Maintain accurate and up-to-date records of preventive maintenance schedules, equipment inspections, and life safety compliance documentation.Coordinate scheduling and communication with outside vendors and contractors, confirming appointments, and tracking invoices.Track and maintain inventory of maintenance supplies, tools, and equipment; assist with ordering and restocking as needed.Prepare and maintain department files, reports, and logs, including safety data sheets (SDS), warranty information, and service contracts.Assist with tracking department budget expenditures, purchase orders, and invoice processing in coordination with the Maintenance Director/Manager.Support compliance efforts by helping maintain documentation required for state and regulatory inspections and audits.Communicate work order status updates to residents and staff in a courteous, timely, and professional manner.Assist with onboarding paperwork, scheduling, and timekeeping support for maintenance department staff.Perform general clerical duties including filing, data entry, correspondence, back up mail delivery, and meeting coordination for the department.NOTE: This is not to be considered as an exhaustive statement of duties, responsibilities or requirements and does not limit the assignment of additional duties for this position.Working Conditions/Physical and Sensory Requirements:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Physical Activities:How much on-the-job time is spent in the following physical activities (amount of time)?ActivityNoneUnder 1/3 to 1/32/3Over 2/3StandxWalkxSitxUse hands to finger, handle or feelxReach with hands and armsxClimb or balancexStoop or kneel, crouch or crawlxTalk or hearxTaste or smellxSpecial Vision RequirementsCheck all that applyNo special vision requirementsClose vision (clear vision at 20 inches or less)xDistance vision (clear vision at 20 feet or more)xColor vision (ability to identify and distinguish colors)xPeripheral vision (ability to observe an area that can be seen up and down to the left and right while eyes are fixed on a given point)Depth perception (three-dimensional vision, ability to judge distance and spatial relationshipsWeight and Force:How much weight must be lifted or force must be exerted in this position (amount of time)?Weight/ForceNoneUnder 1/3 to 1/32/3Over 2/3Up to 10 poundsxUp to 25 poundsxUp to 50 poundsxUp to 100 poundsxMore than 100 poundsx