Administrative Assistant - Preventative Maintenance Coordinator

Join Our Team as an Administrative Assistant/Preventative Maintenance Coordinator

Are you highly organized, detail-oriented, and skilled in supporting complex administrative operations? The Town of Brookline's Building Department is seeking a motivated Administrative Assistant / Preventative Maintenance Coordinator to support the Capital and Operations Division. This role plays a central part in coordinating preventative maintenance efforts across town facilities while also providing administrative, financial, and customer service support.

As the Preventative Maintenance Coordinator, your primary responsibility will be to maintain and monitor the department’s Work Order system—entering, tracking, and updating preventive and routine maintenance requests, dispatching trades staff, and ensuring timely completion of work. You’ll also assist the Deputy Directors with a wide range of administrative tasks, from document preparation and scheduling to processing invoices, bids, and supporting ongoing building operations.

Why Join Us? As part of the Building Department’s team, you'll have the opportunity to support the vital operations of our public building division. We offer a competitive hourly rate ranging from $29.47 to $30.72. This position includes vacation and sick time, public holidays, personal days, and excellent health and retirement benefits. You'll gain valuable experience in building maintenance practices and procedures, working alongside dedicated professionals committed to public service.

Key Responsibilities

• Preventative Maintenance Coordination: Serve as the primary point of contact for the department’s Work Order system. Enter and update preventative and routine maintenance requests, assign work orders, track progress and completion, and maintain records of tradesperson time and task logs.
• Scheduling and Dispatch: Coordinate and schedule maintenance staff, custodians, and tradespeople for both planned and urgent work. Maintain recurring maintenance calendars and ensure timely execution of work across all public facilities.
• Project and Bid Support: Assist with the preparation, distribution, and tracking of service contracts and bid documents. Coordinate bid openings, collect bid deposits, provide addenda, and maintain records for annual contracts and service agreements.
• Administrative and Office Support: Support the Deputy Directors with daily office operations including scheduling, correspondence, mail distribution, document preparation, filing, and record keeping. Assist with the preparation of Building Commission documents such as contracts, change orders, and meeting materials.
• Customer Service and Communication: Respond to inquiries from staff, vendors, and the public in person, by phone, and via email. Provide accurate information about department procedures and route requests appropriately. Support communication flow within the division and assist in resolving issues as needed.
• Financial and Reporting Duties: Prepare and maintain financial documents such as invoices, purchase orders, requisitions, and budget transfers. Assist with data collection, reporting, and tracking expenditures for departmental projects.
• Meeting Support: Assist with monthly Building Commission meetings by preparing materials and taking minutes. Ensure timely follow-up and accurate documentation.
• General Duties: Perform similar or related work as required or assigned to support the efficient functioning of the Building Department.
  
  

Qualifications

Education & Experience: High school diploma plus relevant coursework in business, administration, or finance; 3–5 years of office experience or equivalent combination of education and experience

Knowledge & Skills

• Strong organizational, communication, and customer service skills
• Ability to manage multiple tasks and work independently with attention to detail
• Familiarity with office software (word processing, spreadsheets, databases)
• Experience with facilities/building maintenance practices preferred
• Ability to maintain confidentiality and exercise sound judgment
  
  

Work Environment

• Primarily office-based with occasional fieldwork
• Interacts regularly with staff, vendors, the public, and other departments
• Attendance required at monthly Building Commission meetings
• Uses standard office equipment and computer systems
  
  

Apply Now: If you’re ready to take on a key role in supporting our preventative maintenance operations and administrative functions, please submit your resume and cover letter today. Position open until filled.