Job Description Job Description
The Assistant Property Manager/Maintenance Coordinator Supervisor supports the maintenance team by managing purchase orders, preparing inspection documents, coordinating essential building services, and ensuring compliance with city regulations. This role helps keep property operations running smoothly through strong organization, timely follow-up, and effective communication with vendors, supers, staff, and senior-level managers. MUST BE able to work fully in office Monday-Friday.
Responsibilities
- Create and manage purchase orders for repair materials, maintenance supplies, and appliances.
- Support purchase orders, inspections, work order tracking, system updates, compliance filings, recordkeeping, and repairs administration.
- Coordinate the ordering and delivery of heating oil for building boilers.
- Maintain purchase order systems, including BJM and PACT Sites POs.
- Prepare unit inspection forms ahead of annual building inspections.
- Track and monitor unit inspections and work order completion.
- Oversee and follow up on annual window guard inspections.
- Assist with HPD bed bug certifications and APWHPD bed bug filing requirements.
- Maintain and update Property Meld, OLRP/Repair email, and the Super List.
- Organize digital and physical files related to repairs, inspections, and compliance.
- Track and report maintenance-related performance metrics outlined in business agreements.
- Provide administrative support to the Repairs Manager and assist with repairs-related projects and departmental tasks.
Required Qualifications
- MUST BE bilingual in Spanish
- At least 1+ year of experience in maintenance operations coordination.
- At least 1+ year of experience in a fast-paced environment supporting senior-level managers and field staff.Strong knowledge of industry processes and regulations.
- Outstanding communication and interpersonal abilities.
- Analytical mindset with excellent organizational and time-management skills.
- Ability to prioritize work while maintaining professionalism and discretion.
- Proficiency in advanced Excel and PowerPoint.
