Administrative Assistant - Preventative Maintenance Coordinator

Join Our Team as an Administrative Assistant/Preventative Maintenance Coordinator

Are you highly organized detailoriented and skilled in supporting complex administrative operations The Town of Brooklines Building Department is seeking a motivated Administrative Assistant / Preventative Maintenance Coordinator to support the Capital and Operations Division. This role plays a central part in coordinating preventative maintenance efforts across town facilities while also providing administrative financial and customer service support.

As the Preventative Maintenance Coordinator your primary responsibility will be to maintain and monitor the departments Work Order systementering tracking and updating preventive and routine maintenance requests dispatching trades staff and ensuring timely completion of work. Youll also assist the Deputy Directors with a wide range of administrative tasks from document preparation and scheduling to processing invoices bids and supporting ongoing building operations.

Why Join Us As part of the Building Departments team youll have the opportunity to support the vital operations of our public building division. We offer a competitive hourly rate ranging from $29.47 to $30.72. This position includes vacation and sick time public holidays personal days and excellent health and retirement benefits. Youll gain valuable experience in building maintenance practices and procedures working alongside dedicated professionals committed to public service.

Key Responsibilities:

• Preventative Maintenance Coordination: Serve as the primary point of contact for the departments Work Order system. Enter and update preventative and routine maintenance requests assign work orders track progress and completion and maintain records of tradesperson time and task logs.
• Scheduling and Dispatch: Coordinate and schedule maintenance staff custodians and tradespeople for both planned and urgent work. Maintain recurring maintenance calendars and ensure timely of work across all public facilities.
• Project and Bid Support: Assist with the preparation distribution and tracking of service contracts and bid documents. Coordinate bid openings collect bid deposits provide addenda and maintain records for annual contracts and service agreements.
• Administrative and Office Support: Support the Deputy Directors with daily office operations including scheduling correspondence mail distribution document preparation filing and record keeping. Assist with the preparation of Building Commission documents such as contracts change orders and meeting materials.
• Customer Service and Communication: Respond to inquiries from staff vendors and the public in person by phone and via email. Provide accurate information about department procedures and route requests appropriately. Support communication flow within the division and assist in resolving issues as needed.
• Financial and Reporting Duties: Prepare and maintain financial documents such as invoices purchase orders requisitions and budget transfers. Assist with data collection reporting and tracking expenditures for departmental projects.
• Meeting Support: Assist with monthly Building Commission meetings by preparing materials and taking minutes. Ensure timely followup and accurate documentation.
• General Duties: Perform similar or related work as required or assigned to support the efficient functioning of the Building Department.

Qualifications:

Education & Experience: High school diploma plus relevant coursework in business administration or finance; 35 years of office experience or equivalent combination of education and experience

Knowledge & Skills:

• Strong organizational communication and customer service skills
• Ability to manage multiple tasks and work independently with attention to detail
• Familiarity with office software (word processing spreadsheets databases)
• Experience with facilities/building maintenance practices preferred
• Ability to maintain confidentiality and exercise sound judgment

Work Environment:

• Primarily officebased with occasional fieldwork
• Interacts regularly with staff vendors the public and other departments
• Attendance required at monthly Building Commission meetings
• Uses standard office equipment and computer systems

Apply Now: If youre ready to take on a key role in supporting our preventative maintenance operations and administrative functions please submit your resume and cover letter today. Position open until filled.