Administrative Operations Coordinator Job Topsham Maine USA,Administrative/Clerical

Location: Topsham

Core Competencies & Qualifications

The ideal candidate will demonstrate:

Strong organizational and time management skills
Ability to work independently and take initiative
Strong follow-through and attention to detail
Excellent problem-solving abilities
Strong administrative and office coordination experience
Professional communication skills with residents, associates, vendors, and leadership
Strong customer service mindset
Ability to prioritize urgent operational needs in a fast-paced environment
Strong computer proficiency, including email systems, scheduling platforms, spreadsheets, and work order systems
Ability to remain calm and solution-focused during emergencies and high-pressure situations
Ability to manage confidential and sensitive operational information appropriately

Prior administrative, facilities coordination, scheduling, or operational support experience preferred.
Essential Duties & Responsibilities

Serve as a front-facing operational support resource for residents and associates requiring assistance related to maintenance and housekeeping services.

Answer and manage Maintenance department phone calls during normal business hours.

Coordinate the generation, assignment, tracking, and close-out of maintenance work orders for maintenance technicians.

Assist with organizing technician workflow, prioritization of open work orders, and follow-up on overdue tasks.

Order and track supplies for both Maintenance and Housekeeping departments.

Coordinate vendor communication for work orders, Cap Ex projects, inspections, Co-op needs, and campus projects, including scheduling, follow-up communication, and documentation.

Draft and coordinate operational communications for residents and associates under the direction of department leadership, including:

Vendor and project scheduling updates
Housekeeping schedule changes and resident notifications
Weather, emergency, and campus-wide operational announcements

Schedule and coordinate campus-wide vendor work, inspections, and operational projects.

Maintain, update, and publish Housekeeping schedules in Homebase, including adjusting staffing coverage and assigning additional work for open shifts or schedule gaps.

Assist with tracking housekeeping completion, room turns, quality control follow-up, and departmental operational organization.

Support preventative maintenance tracking, TELS task management, safety folders, and operational documentation compliance.

Coordinate sign-up lists, scheduling logistics, and startup needs with Front Desk and other departments as needed.

Provide operational support for campus-wide events, emergency moves, urgent operational needs, and interdepartmental logistics as assigned.

Assist with emergency and high-priority operational errands and support functions for the Maintenance and Housekeeping departments.

Maintain professional communication and positive working relationships with residents, associates, vendors, and leadership teams.

Perform additional operational and administrative support duties as assigned to support efficient campus operations.

Physical & Operational Requirements

Ability to move throughout campus regularly during the workday
Ability to multitask and manage interruptions in a fast-paced environment
Ability to occasionally lift or move light operational supplies
Ability to respond appropriately during emergency operational situations

Reporting Structure

This position reports directly to the Operations Director / Maintenance Director and works closely with Housekeeping, Front Desk, Resident Services, and community leadership teams.

Equal Opportunity Employer
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