Maintenance Administrative Coordinator

Huntington Village Homes; Kailua (HI); On-site; USD 39,000 - 46,000; Full time

Job summary

Huntington Village Homes in Kailua, HI is seeking a Maintenance Administrative Coordinator to support the Maintenance Department. You will monitor work orders, coordinate vendors, draft and track purchase orders, and maintain records to ensure timely maintenance services.

You will assist with scheduling, resident communications, and reporting, while organizing files and supporting special projects and operational initiatives across multiple sites.

Qualifications

• Minimum 1 year administrative support or related experience.
• Experience in maintenance operations, vendor workflows or resident communications preferred.
• Strong organizational and communication abilities.
• Proficient with Microsoft Office and database tools.

Responsibilities

• Monitor open work orders and identify aging tickets.
• Coordinate vendor follow-up and purchase orders.
• Assist with scheduling, status updates, and resident communications.
• Support maintenance managers and the maintenance director.
• Organize maintenance files, records, and reports.
• Assist with special projects and operational initiatives.
• Communicate between Resident Services and Maintenance teams.

Skills

Organization

Multitasking

Communication

Independent work

Customer service

Vendor coordination

Work order tracking

Detail oriented

Education

High School Diploma or GED

Associate's Degree in Business Administration or related

Tools

Microsoft Office

Inspection software

Database applications

Record keeping systems

Job description

HMHSS OMC Phase 2 - Marine 1
Kailua, HI 96734, USA

Description

A Brief Overview

The Maintenance Administrative Coordinator provides administrative support to the Maintenance Department. This position is responsible for monitoring work order activity, coordinating vendor follow-up, drafting and tracking purchase orders, maintaining accurate records, and assisting with workflow management to ensure timely completion of maintenance services. The coordinator serves as support for the maintenance teams, vendors, and leadership.

What you will do

• Supports and monitors open work orders and identifies aging tickets based on business response and completion times requirements.
• Reviews and follows up on all work orders exceeding established completion targets.
• Assists Maintenance Managers with scheduling, status updates, and customer communications.
• Supports, identifies and follows up with vendors regarding outstanding purchase orders.
• Follows up with vendors regarding scheduling, completion dates, invoices, and service documentation.
• Escalates aging vendor work orders to management.
• Assists with resident updates.
• Coordinates communication between the Resident Services Office and Maintenance Team for work order updates.
• Supports the Maintenance Director.
• Organizes maintenance files, records, and reports.
• Assists with special projects and operational initiatives.

Education Qualifications

• High School Diploma or GED required.
• Associate's Degree Business Administration, Office Administration, Facilities Management, Property Management, or related field preferred.

Experience Qualifications

• A minimum of 1 year Administrative support, maintenance coordination, property management, vendor coordination, work order tracking, customer service, or related experience required.
• A minimum of 1 year Experience supporting maintenance operations, purchase orders, vendor workflows, resident communications, or maintenance reporting preferred.

Knowledge, Skills, and Abilities

• Strong organizational and multitasking skills.
• Strong analytical, investigative, and problem-solving abilities.
• Excellent verbal and written communication skills.
• Ability to communicate effectively with employees, contractors, vendors, regulatory agencies, and clients.
• Strong attention to detail and organizational skills.
• Proficient computer skills including Microsoft Office, inspection software, and database applications.
• Ability to prioritize work assignments across multiple sites and projects.
• Ability to work independently with minimal supervision.
• Ability to lift up to 50 pounds regularly and greater than 50 pounds occasionally.

Compensation

We are committed to offering competitive and equitable compensation. The hiring range for this position is generally between $28.25 - $33.25, exclusive of fringe benefits or potential bonuses. This position is also eligible for a performance bonus. Final salaries will be determined based on factors such as geographic location, skills, education, licenses, certifications, and/or experience. In addition to these factors – we believe in the importance of pay equity. Please keep in mind that the range mentioned above is the general Hiring Range for the role. Hiring at the top of the range is reserved for exceptionally qualified candidates. We consider internal and external factors as a part of every final offer. We also offer a generous total compensation and benefits package.

Benefits

A competitive salary is only one part of your total rewards. We also offer a comprehensive benefits package, including paid time off, medical, dental, life and disability insurance, HSA/FSA accounts, retirement, rewards programs, and so much more!

• including paid time off, medical, dental, life and disability insurance, HSA/FSA accounts, retirement, rewards programs, and so much more!

EEO/ADA

The Company and its affiliates provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.