Maintenance Program Assistant

Nciha; Ukiah (CA); On-site; USD 44,000 - 48,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Life insurance

Paid time off

Vision insurance

Job summary

NCIHA is seeking a Maintenance Program Assistant in California to provide comprehensive administrative and operational support to the Maintenance Department. The role coordinates work orders, maintains tenant accounts, and ensures efficient communication among staff, tenants, vendors, and management.

Reporting to the Maintenance Program Analyst, you will manage the work order system, prepare billing, and assist with procurement and scheduling.

Qualifications

• High School Diploma or equivalent required.
• Minimum of 2 years administrative or clerical experience.
• Experience in maintenance, housing, or property management preferred.

Responsibilities

• Prepare, type, proofread, and distribute maintenance correspondence and reports.
• Maintain organized unit files and ensure documentation is up to date.
• Assist with preparation of reports, transmittals, and internal communications.
• Serve as the primary administrator of the computerized Work Order System and log all orders.
• Monitor and update work order status and generate periodic maintenance reports.
• Prepare and process monthly billing for tenant-related charges.
• Enter and maintain data in the Accounts Receivable system and generate tenant statements.
• Maintain inventory of maintenance and janitorial supplies and track usage.
• Provide front desk coverage and route calls, messages, and communications.
• Coordinate and schedule contract work and vendor services; schedule preventative maintenance for company vehicles.
• Assist field staff with logistical and administrative needs.

Skills

Organizational skills

Multitasking

Written & verbal communication

Confidentiality

Team collaboration

Education

High School Diploma or equivalent

Tools

Work Order System

QuickBooks

Microsoft Office

Housing Data Systems

Job description

The Maintenance Program Assistant provides comprehensive administrative and operational support to the Maintenance Department. This position is responsible for coordinating work order systems, maintaining records, supporting tenant-related Maintenance processes, and ensuring efficient communication between staff, tenants, vendors, and management.

This role operates under the direct supervision of the Maintenance Program Analyst and may assume coordination of routine departmental functions in the Analyst’s absence to ensure continuity of operations.

ESSENTIAL FUNCTIONS

Administrative & Documentation Support

• Prepare, type, proofread, and distribute correspondence, notices, reports, and other maintenance-related documents.
• Maintain organized and compliant unit files, ensuring all documentation is accurate and up to date.
• Assist with preparation of reports, transmittals, and internal communications.

Work Order Management

• Serve as the primary administrator of the computerized Work Order System.
• Receive and log all incoming work orders; assign tracking numbers and route appropriately.
• Monitor and update work order status, including completion data entry and documentation.
• Generate monthly, quarterly, and annual Maintenance reports.

Tenant Accounts & Billing

• Prepare and process monthly billing for tenant-related charges, including: Maintenance repairs, Water charges, and Court costs

Miscellaneous tenant accounts

• Enter and maintain data in the Accounts Receivable system.
• Generate and distribute tenant statements.
• Maintain accurate records of all tenant charges and communications.

Inventory & Procurement

• Maintain inventory of Maintenance and janitorial supplies.
• Order materials and supplies in accordance with NCIHA procurement policies and procedures.
• Track supply usage and ensure adequate stock levels.

Communication & Front Desk Support.

• Answer and route incoming calls professionally; take and relay accurate messages.
• Provide front desk coverage as assigned.
• Communicate effectively with tenants, staff, vendors, and contractors.

Scheduling & Coordination

• Coordinate and schedule contract work and vendor services.
• Schedule preventative Maintenance for company vehicles.
• Coordinate delivery and pick-up of vehicles for service and repair.
• Assist with scheduling Maintenance staff and appointments as needed.

Field & Operational Support

• Deliver Maintenance supplies to job sites as needed.
• Support field staff with logistical and administrative needs.

Compliance & Enforcement.

• Prepare and issue lease violation notices related to: Yard maintenance, abandoned vehicles, unauthorized animals, Tenant-caused damage, Missed appointments disruptive or abusive behavior.
• Ensure all actions are documented and compliant with NCIHA policies and procedures.

OTHER DUTIES

• Perform additional duties as assigned to support departmental operations.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent required.

Experience

• Minimum of 2 years of administrative or clerical experience, preferably in maintenance, housing, or property management.

Skills & Abilities

• Strong organizational and file management skills.
• Ability to manage multiple tasks and prioritize effectively.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and professionalism.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with or ability to learn: Work Order Management Systems
• Accounts Receivable systems (QuickBooks)
• Housing Data Systems and Doorways

KNOWLEDGE & COMPETENCIES

• Knowledge of basic math and accounting principles.
• Understanding of Maintenance operations and workflow (preferred).
• Ability to establish and maintain effective working relationships with staff, tenants, tribal entities, and external partners.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.

PHYSICAL REQUIREMENTS

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry light to moderate supplies (up to 25 lbs).
• Occasional travel to Maintenance sites will be required.

TRIBAL AND INDIAN PREFERENCE

• In accordance with the Indian Self-Determination and Education Assistance Act, NCIHA applies Tribal and Indian Preference in hiring. Preference will be given to qualified applicants who are enrolled members of a federally recognized tribe. Applicants claiming preference may be required to provide verification of tribal enrollment.

Pay: $43,534.00 – $47,997.00 per year (amounts reflect full 12-step salary scale, starting pay to be determined by employer)

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person