Maintenance Program Assistant

The Maintenance Program Assistant provides comprehensive administrative and operational support to the Maintenance Department. This position is responsible for coordinating work order systems, maintaining records, supporting tenant-related Maintenance processes, and ensuring efficient communication between staff, tenants, vendors, and management.

This role operates under the direct supervision of the Maintenance Program Analyst and may assume coordination of routine departmental functions in the Analyst’s absence to ensure continuity of operations.

• Prepare, type, proofread, and distribute correspondence, notices, reports, and other maintenance-related documents.
• Maintain organized and compliant unit files, ensuring all documentation is accurate and up to date.
• Assist with preparation of reports, transmittals, and internal communications.

• Serve as the primary administrator of the computerized Work Order System.
• Receive and log all incoming work orders; assign tracking numbers and route appropriately.
• Monitor and update work order status, including completion data entry and documentation.
• Generate monthly, quarterly, and annual Maintenance reports.

• Prepare and process monthly billing for tenant-related charges, including:
  Maintenance repairs, Water charges, and Court costs.
• Enter and maintain data in the Accounts Receivable system.
• Generate and distribute tenant statements.
• Maintain accurate records of all tenant charges and communications.

• Maintain inventory of Maintenance and janitorial supplies.
• Order materials and supplies in accordance with NCIHA procurement policies and procedures.
• Track supply usage and ensure adequate stock levels.

• Answer and route incoming calls professionally; take and relay accurate messages.
• Provide front desk coverage as assigned.
• Communicate effectively with tenants, staff, vendors, and contractors.

• Coordinate and schedule contract work and vendor services.
• Schedule preventative Maintenance for company vehicles.
• Coordinate delivery and pick-up of vehicles for service and repair.
• Assist with scheduling Maintenance staff and appointments as needed.

• Deliver Maintenance supplies to job sites as needed.
• Support field staff with logistical and administrative needs.

• Prepare and issue lease violation notices related to:
  Yard maintenance, abandoned vehicles, unauthorized animals, Tenant-caused damage, Missed appointments, disruptive or abusive behavior.
• Ensure all actions are documented and compliant with NCIHA policies and procedures.

• Perform additional duties as assigned to support departmental operations.

• High School Diploma or equivalent required.

• Minimum of 2 years of administrative or clerical experience, preferably in maintenance, housing, or property management.

• Strong organizational and file management skills.
• Ability to manage multiple tasks and prioritize effectively.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and professionalism.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with or ability to learn:
  Work Order Management Systems.
• Accounts Receivable systems (Quick Books).
• Housing Data Systems and Doorways.

• Knowledge of basic math and accounting principles.
• Understanding of Maintenance operations and workflow (preferred).
• Ability to establish and maintain effective working relationships with staff, tenants, tribal entities, and external partners.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry light to moderate supplies (up to 25 lbs).
• Occasional travel to Maintenance sites will be required.

• In accordance with the Indian Self-Determination and Education Assistance Act, NCIHA applies Tribal and Indian Preference in hiring. Preference will be given to qualified applicants who are enrolled members of a federally recognized tribe. Applicants claiming preference may be required to provide verification of tribal enrollment.

Pay: $43,534.00 – $47,997.00 per year (amounts reflect full 12-step salary scale, starting pay to be determined by employer)

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location:

In person