Maintenance & Service Admin Coordinator (Onsite)

Capital Property Management; Indiana (PA); On-site; USD 40,000 - 44,000; Full time

Job summary

Capital Property Management is seeking an organized administrative assistant to support the Maintenance and Service Department in Portland. You will handle department communications, documentation, and daily office operations, ensuring resident-focused service and smooth facility operations.

The role requires 1–2 years of admin experience, strong MS Office skills, and attention to detail. This is a Monday–Friday onsite position with an hourly wage of $19–$21 and benefits.

Qualifications

• High school diploma or equivalent required; Associate’s degree a plus.
• 1-2 years administrative, office support, or customer service experience preferred.
• Experience in property management, real estate, or related industry is a plus, but not required.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook).

Responsibilities

• Answer overflow phone calls, creating and submitting work orders (WOs) or relaying messages to the appropriate Property Coordinator (PC).
• Monitor office supply inventory and give Maintenance and Service Managers a heads-up before stock runs low.
• Serve as the go-to point of contact for vendors and residents picking up or requesting keys, including managing the key-cutting request chat.
• Assist with key-cutting requests.
• Prepare and send Notices of Entry (NOEs) and building letters for recurring preventative maintenance (HVAC servicing, sump pump checks, sewer line jetting, gutter cleaning, and more).
• Post NOEs as needed.
• Send building letters and reminders to keep residents informed.
• Support vendors with general inquiries and day-to-day needs.
• Help coordinate the offboarding process for properties leaving management.
• Take on other reasonable duties within the scope of the role as assigned.

Skills

Office experience

Teamwork

Microsoft Office

Typing 50 WPM

Communication skills

Multitasking

Customer service

Attention to detail

Inventory management

Cross-team coordination

Education

High school diploma or equivalent

Associate's degree

Job description

Capital Property Management is seeking an organized administrative assistant to support the Maintenance and Service Department in Portland. You will handle department communications, documentation, and daily office operations, ensuring resident-focused service and smooth facility operations.

The role requires 1–2 years of admin experience, strong MS Office skills, and attention to detail. This is a Monday–Friday onsite position with an hourly wage of $19–$21 and benefits.