Construction Administrator

Job Description

Job DescriptionSalary: $30 to $34 per hour

Job Title: Maintenance Administrator

Location: On site in Los Alto Office (Not a remote position)

Department: Maintenance Operations

Compensation: $28 to $35 per hour; Health insurance, Vision, Dental, PTO, Holidays, 401K.

Status: Full Time FLSA Status: Non-Exempt

About the Role:
We are seeking a highly organized/strong communicator to join our team as aMaintenance Administrator.
This role is central to ensuring and supporting the maintenance team through smooth coordination of daily technician schedules, materials planning, internal communication, and client communication. This is a highly collaborative, detail oriented role that requires excellent time management, organizational skills, and a strong commitment to delivering outstanding customer service.

Key Responsibilities:

• Coordinate daily technician schedules in collaboration with the Maintenance Supervisor.
• Maintain and update the maintenance calendar.
• Track, process, and summarize technician activity reports (via OneNote) throughout the day.
• Extract and manage material needs for future bulk ordering.
• Prepare and distribute daily Work Orders and ensure they are technician-ready.
• Send timely service reminders to clients based on schedule.
• Support communication between technicians, supervisors, and clients.
• Provide weekly and monthly reporting on materials, appointments, and completed work.
• Maintain up-to-date client records, including equipment and service preferences.
• Assist with ordering, scribing, and quarterly billing reviews.

What Were Looking For:

• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Proficient in calendar management and digital tools (CRMs, Microsoft Suite, Asana).
• Comfortable managing multiple tasks and deadlines on a daily, weekly, and monthly basis.
• Experience in administrative support, scheduling and operations coordination.
• Customer service mindset with a proactive and solution oriented approach.
• Excellent time management skills to quickly prioritize and pivot between various tasks.
• Reliable, proactive, and team-oriented.

Bonus Skills (Not Required):

• Bilingual (Spanish/(Mandarin)/English) candidates are a plus
• Experience in property maintenance or field service operations.
• Familiarity with project management tools and client communication workflows.