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Uniland Development Company · 20 hours ago

Maintenance Administrator

Amherst, NY, US

Full-time

Onsite

Entry Level

$24/hr - $27/hr

2+ years exp

Uniland Development Company is a leading family-owned and operated real estate development firm headquartered in Amherst, NY. The Maintenance Administrator is responsible for coordinating and supporting maintenance operations, managing service requests, scheduling repairs, and ensuring compliance with company policies and safety regulations.

Real Estate

No H1B

Responsibilities

Provides professional, courteous, and responsive customer service to tenants, vendors, and internal teams, ensuring maintenance and repair issues are addressed efficiently

Accurately processes, tracks, and manages work orders, ensuring timely dispatch, follow-up, and completion documentation

Monitors and manages preventive maintenance schedules, ensuring timely execution and documentation of routine service tasks

Coordinates and manages relationships with third-party vendors for maintenance services, ensuring they meet service-level agreements, quality standards, and compliance with safety regulations

Administers and maintains contract maintenance services, including bid processes, purchase order tracking, and compliance with key contract deadlines

Oversees invoice processing by verifying accuracy, obtaining necessary approvals, and coordinating with vendors and suppliers to resolve discrepancies

Manages and maintains maintenance data, including work order metrics, preventive maintenance schedules, property condition reports, and departmental performance tracking

Ensures accurate record-keeping and documentation for legal protections, operational efficiency, and compliance with company policies

Supports operational and administrative functions, including calendar management, reporting, and transcription, while assisting department management with department projects

Maintains positive working relationships with colleagues, customers, and vendors while upholding the company’s mission, guiding principles, and performance standards

Tracks and analyzes work order response times, volume, and efficiency, providing reports and recommendations for process improvement

Ensures compliance with safety regulations, company policies, and industry best practices in all maintenance-related operations

Acts as a liaison between maintenance teams, vendors, property managers, and tenants to facilitate clear communication and issue resolution

Assists in the preparation of departmental reports, presentations, and data analysis

Continuously seeks opportunities for improvement, professional development, and industry knowledge advancement to enhance efficiency and service quality

Actively participates and contributes in any/all initiatives when requested and/or required

Performs other duties as assigned

Qualification

Vendor managementFacility management softwareMaintenance operationsPreventive maintenanceCustomer serviceMicrosoft Office SuiteAnalytical skillsOrganizational skillsCommunication skillsAttention to detail

Required

High school diploma or general education degree (GED) required

A minimum of two years related experience and/or training required

Equivalent combination of education and experience

Proven experience in administrative support roles, preferably in corporate or office environment

Demonstrated experience coordinating maintenance activities, service requests, and vendor management

Strong understanding of maintenance operations and safety regulations, with a proven ability to enforce compliance

Experience with facility management software and database systems is preferred

Strong understanding of maintenance and facility management processes, including work order systems, preventative maintenance and vendor coordination

Familiarity with property management operations, maintenance contracts and service agreements

Basic knowledge of building systems (HVAC, electrical, plumbing) and general maintenance terminology

Proficiency with facility management software and Microsoft Office Suite (Excel, Word, Outlook); familiarity with property management or work order systems

Strong organizational and time management skills, with the ability to prioritize tasks and adapt to a fast-paced, dynamic work environment

Customer service skills to provide a professional and responsive experience for tenants, vendors, maintenance teams and leadership

Proven attention to detail for accurate data entry, work order tracking, and document management

Active listening skills to understand client needs and provide effective solutions

Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse teams

Excellent time management skills with a proven ability to meet deadlines

Strong analytical and problem-solving skills

Detail-oriented with a commitment to delivering high-quality work within established deadlines

Preferred

Experience with facility management software and database systems

Benefits

Multiple medical plan options including a high deductible, low-cost HSA health plan with a generous employer contribution

Company-sponsored (paid) Life Insurance and Long-Term Disability

Comprehensive optional benefits such as Dental, Vision, Supplemental Life and Short-Term Disability, Legal/ID Protection, and Accident and Critical Illness Insurance

Paid time off options, 8 paid company holidays, Voluntary Time Off (VTO), bereavement leave, jury duty leave, parental leave, voting leave, and other forms of paid leave as required by applicable law or regulation

Retirement planning through the Company’s 401(k) with employer match