Title: Maintenance Administrator
Reports To: Maintenance Coordinator
FLSA Status: Non-Exempt
Date: 07/14/2026
Position Summary
Responsible for administering the work order system and for maintenance purchasing and warehouse activities. The duties listed below are illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.
Responsibilities
Undertakes and performs the following and other work-related duties as assigned.
- Receives incoming maintenance calls/notices concerning needed maintenance repairs of routine or emergency nature and responds in a courteous manner. Responds to process requests in a timely manner.
- Determines nature of work orders and separates emergency, urgent, and general/routine work orders by category.
- Accurately enters all work orders into the system and provides work order notification with tracking number to maintenance personnel and/or Program Coordinators as appropriate to the situation.
- Dispatches maintenance staff work orders and follows up on work progress as necessary.
- Maintains work order software database to analyze work orders generated, closed, and in progress. Generates a daily status report for the maintenance department of all pending work orders.
- Generate purchase requisitions for materials and services used/provided by maintenance staff and maintains inventory control in accordance with Agency policies and procedures as requested by Maintenance Coordinator.
- Processes approved purchase requisitions by placing orders or noticing contractors.
- Receives, unpacks, and stores incoming office supplies, and requisitions stock to replenish inventory.
- Issues maintenance and office supplies to staff as requisitioned and maintains Inventory records in computer software.
- Maintains vendor files with appropriate information, maintains vendor registers and qualified bidder lists.
- Updates vendor information and purchase orders in computer software in an accurate and timely manner.
- Prepares quarterly inventory report and submits to the Maintenance Coordinator to be submitted to the Finance department.
- Maintains a system for keys for all residential units and mailboxes; orders locks and keys as necessary.
14. Accountable for consistent adherence to Agency standards regarding ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
Education and Experience
Two (2) to three (3) years of purchasing, inventory and work order systems or progressively responsible experience in bookkeeping, purchasing, accounting, finance, or closely related field.
Knowledge and Skills
- Thorough knowledge of general office practices and procedures, including business English and arithmetic.
- Good knowledge of methods and procedures used in stock room and inventory control.
- Good knowledge of parts, supplies, and materials relative to Agency needs.
- Considerable skills in operating computer equipment, applicable Agency software, and general office machines.
- Ability to communicate clearly, concisely, orally and in writing.
- Ability to treat callers, residents, and visitors with unfailing courtesy, attentiveness, and professionalism.
- Ability to meet and deal tactfully and courteously with the public and to establish and maintain effective working relationships with other employees, vendors, and residents.
- Ability to deal effectively with sensitive and confidential information.
- Ability to understand and follow moderately complex written and oral instructions.
Supervision Controls
The employee receives assignments and instructions from the Maintenance Coordinator. Course of action, deadlines, and priorities may be established by procedure, the supervisor, or the employee, depending on the assignment. The employee initiates routine activities without supervisory direction. Problems or situations not covered by instructions are normally referred to the supervisor for resolution. The employee's work is reviewed for accuracy, completion, and compliance with policies and procedures. The employee has no supervisory responsibilities.
Guidelines
The employee performs routine duties through following established HUD and Agency procedure, consulting individuals with appropriate knowledge, and performing independent research. The guidelines cover most job-related situations, and the employee is occasionally required to use independent judgment in making decisions. If the guidelines do not cover the situation, the employee consults the supervisor.
Complexity
The employee performs several related, routine, and generally repetitive tasks. Courses of action are determined by the supervisor and by established procedures. The employee may coordinate, integrate, and/or prioritize tasks to coincide with time-sensitive tasks.
Scope and Effect
The employee’s work affects the Maintenance Coordinator, maintenance staff, public housing staff, residents, and the ability of employees to provide timely service as required. Performing duties effectively, efficiently, and in a professional manner contributes directly to the enhancement the Agency’s image in the community.
Work Relationships
The employee will interact daily with other employees, residents, the general public, and vendors. Interaction with residents is particularly important to obtain and provide information necessary to do maintenance tasks efficiently, safely, and to document all actions. Conditions under which contacts occur can range from normal to stressful in emergency situations.
Physical Requirements
- Work involves sedentary and some physical activity. Physical exertion may be necessary for reaching, kneeling or crouching to obtain/issue supplies, and carrying moderately heavy items, stocking shelves, climbing ladders, standing, pushing, pulling, and other moderate tasks.
- Must be able to lift up to fifty (50) pounds without assistance.
- Must be able to sit or stand for up to eight hours at a time while performing work duties.
- Must be able to bend, stoop, push, and pull in the performance of work-related duties.
- Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
- Must have vision and hearing corrected to be able to perform essential job functions.
- Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
- Must maintain punctuality and attendance as scheduled.
Work Environment
Work involves the normal risks or discomfort associated with an office environment and/or warehouse environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated. Employee may be required to use appropriate personal protective equipment when appropriate.
Other Requirements
- Must possess a State of North Carolina driver’s license and regularly participate in continuous improvement and education.
- Must pass employment drug screening.
- Must pass criminal background check.
- Must work with the highest degree of confidentiality
Job Type: Full-time
Pay: $12.00 - $19.00 per hour
Work Location: In person
