Maintenance Administrative Coordinator - Full-Time

Description

Help Keep Our Community Running Smoothly

King-Bruwaert House (KBH), a nonprofit senior living community located in Burr Ridge, is seeking an organized, service-minded Maintenance Administrative Coordinator. In this new position, you will help turn resident requests into completed work, keep departmental records accurate, and support the team that cares for our campus. Reporting to the Director of Maintenance, you will serve as a central point of contact fir residents, staff, vendors, and contractors.

Key Responsibilities

• Enter and track work orders in TELS; follow up on open requests, flag overdue or recurring issues, and promptly communicate urgent needs to Maintenance staff.
• Respond courteously to resident questions and provide timely updates on service requests.
• Organize invoices for approval, match supporting purchase and delivery documents, and help resolve discrepancies with vendors and Finance.
• Support purchasing, receive and document deliveries, track supplies, and coordinate returns, warranties, and vendor credits.
• Schedule vendor visits, service calls, and inspections; maintain vendor files and assist with quotes and service documentation.
• Prepare reports and spreadsheets; maintain preventive maintenance, equipment, inspection, expense, and project records.
• Assist with utility transfers during unit turnovers and provide office support, including correspondence, calendars, meeting materials, and timekeeping documentation.
• Protect confidential information and assist with departmental projects as assigned.

This position is primairly office-based, with regular activity throughout campus, occasional visits to operational or mechanical areas, and occasional handling of light office materials.

Requirements

• High school diploma or equivalent; additional business or administrative education preferred.
• Two or more years of administrative, office, facilities, property management, accounts payable, or related experience preferred.
• Strong organization, accuracy, communication, and follow-through
• Ability to manage changing priorities
• Ability to work independently within a team
• Proficiency with Microsoft Outlook, Word, Excel, and TELS, plus the ability to learn related systems; familiarity with invoices, purchase orders, and reconciliation.
• A patient, professional approach to resident service.