Executive Assistant - Maintenance Operations

PURPOSEThe Executive Assistant—Maintenance Operations is the lead administrative support role for US Maintenance Operations and reports to the Director of Maintenance. They support the Director of Maintenance and the Area Service Managers. They are responsible for coordinating and preparing reports, providing project support, monitoring, assisting with department expenses and accounts, and providing administrative support to the US Maintenance Operations Team.RESPONSIBILITIESProvide Administrative Assistance: Assist the operations team with various administrative tasks, including document preparation, data entry, filing, record maintenance, and correspondence management.Financial Support: Assist with financial tasks, including accounts payable/receivable, budget tracking, expense reporting, and rent collection. Prepare financial reports and maintain accurate records.Vendor Coordination: Liaise with vendors and contractors to coordinate the execution of service agreements, ensure insurance requirements are met, and assist with vendor setup and processing. Maintain vendor contracts and manage vendor relationships.Compliance Monitoring: Help maintain regulatory compliance by monitoring and documenting adherence to applicable laws, regulations, and company policies. Monitor and track all lender inspection requirements. Stay updated on industry standards and best practices.Operational Reporting: Prepare regular reports and presentations on operational performance, key metrics, and other maintenance reporting as required. Analyze data and support the US Maintenance Operations Team for process improvements.General Administrative Support: Provide general administrative support to the operations department, including calling vendors, completing/managing expense reports, managing calendars, and other various administrative duties as assigned.Disaster Management Support: This position Assists the Director of Maintenance in disaster management by acting as the logistics coordinator for disaster events across the United States. Responsibilities include but are not limited to, setting up supply deliveries, monitoring inventories, compiling data on federal, state, and local resources, monitoring electric company information, and providing support as directed to those affected by an emergency.Assist the Director of Maintenance and Area Service Managers with assigned tasks based on portfolio needs and initiatives.