Office Manager

Job Description

Job Description

Position Purpose

The Maintenance Office Manager supports property management maintenance operations by managing a high volume of email correspondence and coordinating maintenance scheduling through a maintenance management platform. This role is designed to centralize and streamline maintenance operations and support functions. The Office Manager works closely with property managers, field technicians, subcontractors, and supervisors to ensure efficient communication, scheduling accuracy, and timely completion of service requests.

Major Tasks, Responsibilities and Key Accountabilities

• Monitor, organize, and respond to a high volume of maintenance-related emails daily
• Review incoming maintenance requests for accuracy, urgency, and completeness
• Maintain clear, professional written communication with property managers, field technicians, subcontractors, and supervisors
• Track open items and follow up to ensure timely completion
• Coordinate and schedule maintenance work and estimate requests using a maintenance management platform and email system
• Aligning schedules between internal maintenance staff, subcontractors, and supervisors
• Update schedules and communicate changes promptly to necessary individuals
• Ensure service priorities and timelines are accurately documented
• Create, update, and maintain work orders, estimate requests, and service records
• Maintain accurate documentation, correspondence, and service history
• Support maintenance supervisors with operational and administrative tasks
• Communicate with subcontractors regarding estimates, scheduling, and job tracking
• Maintain organized digital files and records
• Assist with reporting, tracking, and workflow documentation
• Collaborate with team members to improve department efficiency
• Tackle new duties as assigned by supervisor and manager

Schedule: Monday - Friday
Compensation: $45,000 to $52,000 depending on experience
Benefits:

• Medical, Dental, Vision
• Life Insurance
• Short Term Disability, Long Term Disability, AD&D
• 401k Retirement Plan

Location:

• Office based in Atlanta, GA; After a satisfactory 90-day evaluation hybrid/remote work may be possible depending on the discretion of your supervisor and/or needs of the department.

Minimum Qualifications

• Must be responsible, honest and reliable; able to work full-time hours and attend work on a regular basis.
• Must have good verbal communication skills.
• Must be a self-starter and able to identify problems, determine best solutions, improve processes, and pursue corrective actions with minimal supervision.
• Must have knowledge of the construction or maintenance industry
• Experience using maintenance or service management platforms
• Strong interest in learning new software systems
• Geographical knowledge of work area or map reading skills
• Strong attention to detail and reading comprehension skills
• Excellent organizational and time-management abilities
• Ability to accurately interpret and prioritize maintenance-related requests
• Strong teamwork skills with a collaborative mindset
• Ability to follow established procedures and workflows
• Ability to multitask effectively in a fast-paced environment
• Must pass the Background Check and Drug Test.

Education Required

• Proficiency using Microsoft Office applications and Outlook email.
• The knowledge, skills, and abilities typically gained through the acquisition of a high school diploma and/or GED.
• College degree or educational equivalent (preferred)

Physical and Environmental Requirements

• The position may involve lengthy periods of sitting, standing, stooping, kneeling, pushing, lifting, carrying, and moving objects that can weigh up to 25 lbs.
• Must be able to work on more than one assignment at a time with frequent interruptions, changes, and delays.
• Must be able to remain focused and work effectively, efficiently, and professionally under stressful circumstances.
• Must maintain alertness to working hazardous conditions and must maintain all safety, health, and environmental standards.

Disclaimer

Nothing in this job description or this Agreement constitutes an employment contract between the CMA/CMCS and the Participant and this Agreement shall not confer upon the Participant any right to continuation of employment with the Company or any of its Eligible Subsidiaries, nor shall this Agreement interfere in any way with the Company's or any of its Eligible Subsidiaries right to terminate the Participant's employment or at any time, with or without cause per At-Will-Work state requirements.