Vision Real Estate seeks a detail-oriented and proactive Administrative Assistant to join our Vision Association Management team. This role is crucial in ensuring the smooth operation of our maintenance processes and vendor relationships. The ideal candidate will handle maintenance work orders, coordinate with vendors, and support the associations we manage in various administrative tasks.
Key Responsibilities:
Maintenance Work Orders:
- Receive, prioritize, and process maintenance work orders.
- Assign work orders to appropriate maintenance staff or vendors.
- Track the progress and completion of work orders, ensuring timely resolution.
- Maintain accurate records of all maintenance activities.
Vendor Coordination:
- Serve as the primary point of contact for vendors and service providers.
- Schedule and coordinate vendor visits and maintenance services.
- Verify vendor credentials, including insurance and certifications.
- Monitor vendor performance and ensure compliance with company standards.
Administrative Support:
- Assist the Association Manager with daily administrative tasks.
- Prepare and maintain reports, spreadsheets, and documents
- Handle correspondence and communication related with association boards, maintenance, and vendor activities.
- Support expense tracking for maintenance operations.
Customer Service:
- Respond promptly to inquiries and requests from associations regarding maintenance issues.
- Provide updates on work order status and resolution timelines.
- Ensure a high level of customer satisfaction through effective communication and problem-solving.
Qualifications:
- High school diploma or equivalent; additional education or certification in office administration or facilities management is a plus.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Proficiency in creating spreadsheets, documents, and presentations.
- Familiarity with maintenance management software is a plus.
- Ability to work independently and as part of a team.
- Strong problem-solving skills and attention to detail.
Physical Requirements:
- Ability to sit for extended periods and use a computer.
- Occasional lifting of up to 25 pounds may be required.
Vision Real Estate is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Job Types: Full-time, Part-time
Pay: $17.00 - $20.00 per hour
Expected hours: 20 – 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Work setting:
Experience:
- Maintenance: 1 year (Preferred)
License/Certification:
- Driver's License (Preferred)
Ability to Commute:
- Provo, UT 84601 (Preferred)
Work Location: In person