Maintenance Operations Specialist

Position Overview

Brothers Property Management is growing and seeks a detail-oriented and organized Administrative Assistant to support the Maintenance Director and department, ensuring the efficient operation of the Maintenance Department. This role coordinates communication, manages scheduling, handles vendor relations, and maintains organized documentation for department projects.

• Respond to inquiries via email and coordinate communication between the maintenance department, vendors, community managers, and appropriate personnel.
• Maintains accurate and up-to-date staff information, including scheduling and calendar coordination.
• Coordinate with vendors for approval agreements, estimates, and scheduling, ensuring that invoices are processed, and files are saved in the Microsoft Share Drive, and Onesite.
• Assist with the organization and maintenance of the department’s filing system, both digitally and physically, including the Maintenance Director’s file cabinet. Maintain detailed records and files, ensuring accurate documentation and information is always accessible.
• Track project progress with Maintenance Field Supervisors for updates on all Brothers Property Management (BPM) properties. Coordinate with Maintenance Field Supervisors and Lead Maintenance Technicians as needed.
• Ensure timely completion of key tasks by monitoring and organizing scheduling due dates for critical maintenance activities, including fire and elevator system maintenance.
• Assist with the creation of purchase orders for maintenance needs across BPM properties.
• Perform additional duties and responsibilities as assigned by the Maintenance Director.

• Excellent phone etiquette, with a focus on responsiveness and professional communication.
• Proficiency in Microsoft Office Suite (Teams, Word, Excel) is required.
• Strong verbal and written communication skills.
• Strong attention to detail and ability to meet strict deadlines. Must be organized and make decisions in fast-paced work environment. Must be capable of handling multiple tasks in a professional manner.
• Strong work ethic, with a focus on delivering quality service.
• Positive team-oriented attitude, with the ability to work effectively with diverse groups and demographics.
• High level of professionalism and conduct business with the highest of integrity in accordance with company policies and procedures.

• To perform the job successfully, an individual should demonstrate the following competencies:
• Attendance/Punctuality - Is consistently at work and on time;
  Ensures work responsibilities are covered at all times;
  Arrives at meetings and appointments on time.
• Dependability
  - Follows instructions, responds to management direction;
  Takes responsibility for own actions;
  Keeps commitments;
  Commits to long hours of work when necessary to reach goals;
  Completes tasks on time or notifies appropriate person with an alternate plan.

• High school diploma or equivalent.
• Minimum of two-three years of administrative experience in a similar role.
• Experience handling and managing general office duties.
• Bilingual skills are strongly preferred but not required.
• Proficient in using computers, word processing software, databases, spreadsheets, and online platforms.
• Experience with Onesite, Yardi or similar time tracking systems.
• Pass criminal background screening prior to employment.
• Normal office setting 5 days in the office per week, 8:00 to 4:30 normal business hours.
• Some travel to properties in Metro Denver/Boulder/Colorado Springs (could change with projected growth).

A valid driver’s license, clean driving record, and reliable transportation are required.

• Most of the duties are varied and regularly require analysis, comprehension, or limited judgment and discretion. Some of the duties may not conform to standard practices requiring the use of analysis and interpretation to resolve problems.
• Requires the use of mathematical skills.
• Requires continuous concentration, alertness, and attention to detail.
• Requires an intermediate level of accounting and mathematical abilities.