Maintenance Coordinator Assistant

Based in Dubuque, Iowa, Gronen specializes in industrial, new construction, build-to-suit, and historic rehabilitation projects. With a deep commitment to community-driven development, Gronen has played a key role in the revitalization of their community's urban core, creating dynamic mixed‑use spaces, and fostering significant economic growth. The company's expertise spans commercial and residential projects to comprehensive neighborhood redevelopment efforts that balance historic integrity with modern innovation.

The Maintenance Coordinator Assistant provides back up support to the Maintenance Coordinator through operational support, coordinating inspections, maintaining records, processing payroll and billing functions, and assisting with daily maintenance operations. This position plays an important role in ensuring maintenance activities are completed accurately and efficiently. This role will also entail light accounting responsibilities.

This position is regularly scheduled to work 30 hours per week and is eligible for prorated full‑time benefits
. Based on business needs and performance, the position may have the opportunity to transition to a full‑time, 40‑hour-per-week schedule. Office hours are flexible, by approval, between 8 am
-5 pm.

• Coordinate, schedule, and track required monthly, quarterly, annual, and other recurring inspections for residential and commercial properties
• Maintain inspection schedules and ensure required documentation is completed and retained
• Serve as backup to Maintenance Coordinator by assisting with daily operational responsibilities as needed
• Process daily maintenance employee timesheets for payroll
• Process and organize daily maintenance work order documentation
• Assist with preparation and processing of bi‑weekly payroll reports
• Process monthly payroll billings and maintain supporting documentation
• Prepare tenant billings related to maintenance work orders and billable services
• Complete monthly Certificate of Insurance (COI) renewal tracking and documentation
• Perform monthly bank reconciliations for multiple accounts
• Record and maintain water meter readings for assigned properties
• Create and organize annual filing systems and year‑end records
• Maintain electronic and paper filing systems to ensure accurate record retention.
• Maintain confidentiality of payroll, financial, and employee information
• Provide general administrative support to the Maintenance Department
• Perform other duties and special projects as assigned

• High school diploma or General Education Diploma (GED) required
• Two (2) or more years of experience in an administrative, payroll, accounting, maintenance coordination, property management, or office support role preferred; equivalent combinations of education, training, and experience will be considered
• Proficient in Microsoft Office applications, including Excel, Word, and Outlook
• Experience with payroll software, maintenance management software, accounting systems, or property management software preferred, but not required
• Strong organizational skills with the ability to prioritize multiple tasks and manage competing deadlines
• Excellent attention to detail
• Ability to handle confidential information
• Effective written, verbal, and interpersonal communication skills both internally and externally
• Strong customer service skills and the ability to work independently as well as collaboratively
• Ability to perform basic mathematical calculations, including addition, subtraction, multiplication, division, percentages, ratios, and decimals
• Ability to perform work primarily in an office environment with occasional visits to properties