Corporate Administrative Coordinator

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Summary

Job Description

Coordinates, oversees, and/or performs a wide variety of administrative and project support activities on behalf of the maintenance department. Serves as primary point of operational and administrative contact for internal and external teams in support of field maintenance activities. Coordinates the provision of office and staff support services to headquarters and local warehouse, and oversees and/or participates in the coordination, supervision, and completion of special projects and/or events.

Job Duties & Responsibilities

• Provides daily maintenance coordination and service requirements for Headquarters. Requires daily audits (walkabouts) throughout building to spot and address facility needs. Supervise Headquarters service providers and vendors.
• Provides all maintenance coordination and service requirements monthly for local warehouse. Location within 20 minutes of Headquarters. Reliable transportation required. Supervise janitorial personnel and making recommendations for hiring, performance evaluation, training, work allocation, and problem resolution.
• Serves as support coordinator and facilitator for all assigned vehicle fleet responsibilities.
• Serves as a primary point of direct administrative contact and liaison with all branch locations in support of maintenance field activities.
• Gathers, enters, and/or updates data and field information to maintain cross departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Responsible for payments to vendors and agencies supporting maintenance where applicable.
• Assists with project development and planning to ensure more efficient service and organization of the maintenance suite and Headquarters.
• Assists in the coordination, supervision, and completion of special projects as appropriate.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, and related activities at Headquarters.
• Performs miscellaneous job-related duties as assigned.

Requirements

EDUCATION & EXPERIENCE

• High school diploma or GED

Knowledge & Skills

• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse environment.
• Strong MS Office/D365 skills. I.e., Word, Excel, Outlook.
• Records maintenance skills.
• Information research skills.
• Database management skills.
• Data entry skills.
• Ability to create, compose, and edit written materials.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Strong organizing and coordinating skills.
• Ability to supervise assigned staff including organizing, prioritizing, and scheduling work assignments.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.