SUMMARY
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.

ESSENTIAL FUNCTION

• Administrative & Documentation Support
• 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.
• Work Order Management
• 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.
• Tenant Accounts & Billing
• Prepare and process monthly billing for tenant-related charges, including: Maintenance repairs, Water charges, and Court costs
• Miscellaneous tenant accounts
• Enter and maintain data in the Accounts Receivable system.
• Generate and distribute tenant statements.
• Maintain accurate records of all tenant charges and communications.
• Inventory & Procurement
• 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.
•  Communication & Front Desk Support.
• 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.
• Scheduling & Coordination
• 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.
• Field & Operational Support
•  Deliver Maintenance supplies to job sites as needed.
• Support field staff with logistical and administrative needs.
• Compliance & Enforcement.
• 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.

Salary Range: $43,534 – $74,359.00 Annually- 12 Step Salary Tops off at $74,459.00