Property Maintenance Administrative Assistant

Job Summary

The Property Maintenance Administrative Assistant supports the daily operations of our property maintenance department by coordinating schedules, managing communication, and ensuring smooth workflow between tenants, vendors, and internal teams. This role is ideal for someone highly organized, detail‑oriented, and comfortable handling a fast-paced mix of scheduling, invoicing, and customer service tasks. You will be the central point of contact for maintenance requests, helping ensure timely responses, accurate documentation, and a positive experience for tenants and vendors.

This position offers the opportunity for role upgrades/promotion and expanded responsibilities based on performance and the quality of work completed.

Key Responsibilities

• Schedule maintenance appointments, vendor visits, and follow‑up work using COAST property maintenance software.
• Create, send, and track invoices for completed work orders and services.
• Monitor incoming emails, respond to inquiries, and route messages to the appropriate team members.
• Troubleshoot basic, complex, and time sensitive issues related to scheduling, documentation, or vendor coordination before escalating to management.
• Communicate with tenants regarding appointment times, access instructions, service updates, and follow‑ups.
• Maintain accurate digital records of work orders, invoices, communications, and project notes.
• Coordinate with vendors to confirm availability, provide job details, and resolve scheduling conflicts.
• Assist with preparing reports, updating logs, and supporting management with administrative tasks.
• Ensure all documentation is organized, complete, and compliant with company procedures.

Requirements

• Administrative experience in property management, construction, maintenance, or a related field.
• Strong organizational skills with the ability to manage multiple schedules and deadlines.
• Experience creating and sending invoices, tracking payments, and maintaining financial records.
• Excellent written and verbal communication skills for interacting with tenants, vendors, and internal teams.
• Ability to troubleshoot scheduling issues, vendor conflicts, or documentation gaps independently.
• Proficiency with digital tools and maintenance platforms, preferably COAST or a similar system.
• Strong attention to detail and accuracy in documentation and communication.
• Ability to remain calm, professional, and solution‑oriented in a fast‑paced environment.
• Reliable transportation to commute to the office and local properties as needed.
• Access to a laptop capable of running cloud‑based software and digital communication tools.
• Fast, reliable Wi‑Fi for remote work tasks and communication.
• A dependable cellphone for calls, texts, and coordination with tenants and vendors.

Preferred Qualifications

• Bachelor’s degree in Business Administration, Property Management, Communications, or a related field.
• Experience supporting a maintenance or facilities department.
• Familiarity with vendor coordination, customer service, or office management.

This role is designed to grow with you. As you demonstrate strong performance, reliability, and mastery of responsibilities, the position may be upgraded to reflect expanded duties and increased responsibility.

Pay: $16.00 - $21.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Professional development assistance

Application Question(s):

• Describe your administrative experience in property maintenance/construction.
• What would you do if a vendor is unhappy with scheduling or work performed?
• Describe your experience in sales for property maintenance/construction.
• Do you have access to reliable Wi-Fi and laptop?
• Are you willing to work in an office at least 2 times a month?
• Do you have a reliable cellphone to use?
• Can you pass a background check?

Education:

• High school or equivalent (Preferred)

Location:

• Cary, NC 27518 (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Cary, NC 27518 (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: Hybrid remote in Cary, NC 27518