Maintenance Operations Analyst

Job Description

Job Description

The Maintenance Operations Analyst supports the Vice President of Maintenance by ensuring the accuracy, efficiency, and compliance of day-to-day maintenance operations nationwide. This role is responsible for auditing work order data, validating payroll and mileage, overseeing fleet maintenance and fuel usage, and ensuring proper billing and chargeback practices. The analyst uses data to monitor performance against KPIs, reconcile billable hours, and verify that maintenance activities are completed accurately and on time. Additionally, this role coordinates recurring services, supports software and process improvements, and provides operational insights to drive cost control, accountability, and overall departmental performance.

Job Responsibilities

• Manage inventory for van supplies and ensure accurate tracking of parts and materials.
• Perform payroll validation by comparing time clock entries with location tracking to ensure accuracy.
• Create and manage recurring work orders for pest control, pool maintenance, and other scheduled services.
• Validate mileage logs against assigned work orders for accuracy and compliance.
• Conduct chargeback reviews to ensure residents are billed only for valid maintenance charges.
• Audit and reconcile billable hours to confirm correct labor allocation and reporting.
• Monitor and validate cycle times for work orders to ensure timely completion and efficiency.
• Correct missing or incorrect GL codes in billing to maintain accurate financial reporting.
• Review Birdeye feedback and ensure positive reviews are credited to the appropriate team members.
• Assist managers with scheduling and tracking maintenance technicians and work orders.
• Support improvements in Yardi (ERP and vendor management), maintenance tech training, and expense reporting.
• Assist with implementation and use of AI tools and other software to improve department efficiency
• Oversee fleet management, including:
  • Ensuring all fleet vehicles receive required maintenance on schedule.
  • Validating fuel expenses to detect and prevent potential fraud.
  • Coordinating and tracking repairs and accident reports to minimize downtime and costs.
• Perform other duties as assigned by the Vice President of Maintenance or CEO.

Education and Qualifications

• High school diploma or equivalent
• College degree preferred.
• Minimum 5 years’ experience in an analyst or assistant role, preferably within Property Management or Construction Industry
• Proficiency using Microsoft Office and Google Suites
• Proficiency in an ERP, specifically Yardi
• Experience working in a fast pace, high-growth company
• Must be a self-starter, and complete tasks autonomously

Working Arrangement

This is a hybrid position with that works Monday - Friday from 9:00 AM - 5:00 PM but requires flexibility.