Administrative Maintenance Coordinator

  • Department: Engineering
  • Location: Santa Rosa, CA
  • Posted: 01/23/23

Job Description Summary

The Administrative Maintenance Coordinator’s main objectives are to purchase and distribute the materials needed by the Engineering maintenance staff, and plan preventative maintenance schedules using a computerized maintenance management system (CMMS). All Engineer team members must consider safety first in the aspects of performing their job, including considering the safety of our tenants and their guests. This job role reports to the Regional Chief Engineer, or delegate as assigned by same. Occasional overtime is required on an as-needed basis.


· Manage supplier database

· Source parts/equipment needed from suppliers

· Obtain multiple bids from vendors; evaluate proposals

· Issue purchase orders

· Receive, ensure accuracy, and distribute parts and equipment

· Parts inventory management

· Works with Engineering and Property Managers to effectively streamline transactions

· Works with team members to resolve payment discrepancies with vendors

· Documents and files purchase history

· Generates procurement reports on an as-needed basis

· Manages supplier related issues as needed

· Participates in job related training and education

· Diligently follows procurement processes as required by Basin Street Properties


· Assist Engineering Managers to schedule preventative maintenance tasks

· Facilitates Engineering staff meetings

· Generates reports from the CMMS system, Gridium

· Manages communication between

· Assists with predictive maintenance workload projections

· Assists with planning and tracking capital expense projects

· Assists with organizing annual budget lists

Required Functional Knowledge/Skills

· Multitasking required

· Excellent time management skills necessary

· May be required to enroll in trades related training programs

· Must be meticulous

· Knowledge of mechanical electrical and plumbing systems a plus

· Safety consciousness is must

· Must be resourceful and able to shop best prices effectively and efficiently

· Plans effectively


· Has stellar customer service skills

· Communicates clearly, and in a professional manner

· Excellent writing skills a plus

· Computer skills required – MS Excel and Word proficient

· Accounting skills a plus

· Basic mechanical, electrical, plumbing and HVAC knowledge a plus

· Must have a valid driver license and good driver record (DMV)

· Has reliable transportation

· Must be dependable and punctual

· Maintains a professional appearance

· Flexible and collaborative work style, able to build strong business relationships with team members

· Provide friendly and professional services

· Able to maintain and promote safety practices in all aspects of the position

Education and Experience Requirements

· High school diploma

· Associates or bachelor’s degree a plus

· Accounting training and experience a plus

· 3+ years facilities experience preferred

Work Environment and Physical Demands

· Vision requirements include both close range and long distance

· Must be able to lift 50lbs

· Must be able to climb ladders

· Must be able to endure walking, bending, balancing, kneeling, prolonged standing

· Must be able to use hands to sort parts inventory

· Must be able to type 40 words per minute accurately

· Must be able to proficiently add, subtract, and multiply

· Office 75% and site walks 25%

Other Information

· Not a supervisory role

· Full time position, 40 hours work week

· Occasional overtime is required

· Local travel mileage between properties is reimbursed

· Must legally be allowed to work in the U.S.A.

· Full time employees are eligible to participate in company benefits.


The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Occasionally, duties outside of normal responsibilities are required. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $23.00 – $26.00 per hour


  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Referral program
  • Retirement plan
  • Vision insurance

Experience level:

  • 3 years


  • 8 hour shift
  • Day shift
  • Monday to Friday

Work setting:

  • In-person
  • Office
  • Outdoor work

Ability to commute/relocate:

  • Santa Rosa, CA: Reliably commute or planning to relocate before starting work (Required)


  • High school or equivalent (Preferred)


  • Facilities maintenance: 3 years (Preferred)
  • Accounting: 1 year (Preferred)
  • Microsoft Office: 1 year (Preferred)
  • Purchasing: 2 years (Preferred)
  • Project scheduling: 2 years (Preferred)


  • English (Preferred)


  • Driver’s License (Required)

Shift availability:

  • Day Shift (Required)

Work Location: One location