Service Administrator - Maintenance

Founders 3 Management Company; Town of Brookfield (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

Founders 3 Real Estate Services Company seeks a Service Administrator to act as the administrative hub for Maintenance, Facilities, and HVAC. You will coordinate work orders, support operations, and liaise with managers, tenants, and vendors to ensure timely, accurate service and billing.

The role requires strong organizational and communication skills, with a Monday–Friday schedule and occasional after-hours coverage for emergencies. Equal opportunity employer.

Qualifications

• Associate degree preferred in Business Administration, Facilities Management, Accounting, or related field.
• Minimum of 3 years of administrative, maintenance coordination, facilities administration, property management support, or service industry experience preferred.
• Experience supporting maintenance, facilities, construction, HVAC, or property management operations preferred.
• Strong organizational, problem-solving, and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality and exercise professional judgment.

Responsibilities

• Coordinate and manage maintenance and HVAC work orders from start to completion.
• Schedule service calls, inspections, preventive maintenance, and recurring work.
• Support Maintenance and HVAC leadership, Building Engineers, and technicians.
• Communicate with property managers, tenants, clients, vendors, and subcontractors.
• Assist with billing, invoices, AP data entry, credit card reconciliation, and proposals.
• Maintain accurate records, databases, service documentation, and compliance information.
• Use systems such as Yardi, OSP, Microsoft Office, and other company software.
• Provide professional, responsive customer service and support special projects as needed.

Skills

Organizational skills

Problem-solving

Time-management

Multitasking

Customer service

Attention to detail

Education

Associate degree in Business Administration, Facilities Management, Accounting, or related field

Tools

Yardi

OSP

Microsoft Office

Job description

Description

Founders 3 is Wisconsin’s largest, independently owned, full-service commercial real estate brokerage and management firm, changing the landscape of the local real estate industry in our markets with an unmatched level of local expertise. We are intently focused on creating value for our clients and are dedicated to continually improving our company and ourselves by practicing Commitment, Accountability, Respect, & Excellence (CARE)

The Service Administrator serves as the administrative and operational support hub for the Founders3 Maintenance, Facilities, and HVAC divisions. This position is responsible for coordinating service requests, managing work order administration, supporting maintenance operations, processing accounting-related activities, and maintaining accurate departmental records. The Service Administrator works closely with the Director of Maintenance, HVAC leadership, Building Engineers, Maintenance Technicians, Property Managers, vendors, and clients to ensure work is scheduled, documented, billed, and completed efficiently. This role requires exceptional organizational and multi-tasking skills, attention to detail, adaptability, and a commitment to delivering outstanding customer service. The Service Administrator reports directly to the Director of Maintenance.

This is a full-time position, generally Monday through Friday 7:30am – 3:30 or 5:30pm with occasional evening, weekend, and holiday coverage as needed mostly for emergency responses.

Requirements

Job Responsibilities:

• Coordinate and manage maintenance and HVAC work orders from start to completion.
• Schedule service calls, inspections, preventive maintenance, and recurring work.
• Support Maintenance and HVAC leadership, Building Engineers, and technicians.
• Communicate with property managers, tenants, clients, vendors, and subcontractors.
• Assist with billing, invoices, AP data entry, credit card reconciliation, and proposals.
• Maintain accurate records, databases, service documentation, and compliance information.
• Use systems such as Yardi, OSP, Microsoft Office, and other company software.
• Provide professional, responsive customer service and support special projects as needed.

Qualifications

• Associate degree in Business Administration, Facilities Management, Accounting, or related field preferred.
• Minimum of 3 years of administrative, maintenance coordination, facilities administration, property management support, or service industry experience preferred.
• Experience supporting maintenance, facilities, construction, HVAC, or property management operations preferred.
• Strong organizational, problem-solving, and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality and exercise professional judgment.

Founders 3 Real Estate Services Company is an Equal Employment Opportunity Employer.