Hybrid Admin Assistant- Bilingual Spanish chez Planned Companies

Planned Companies –Maintenance Administrator – Job Description

Location: San Francisco CA.

Schedule: 7:00 AM-4:00 pm Thursday through Monday.

Payrate $25/hr.

Entry level position.

Temporary to permanent position.

Summary

The Maintenance Administrator is responsible for coordinating daily maintenance operations and providing administrative support to the on-site maintenance team at a residential property. This role ensures that work orders are efficiently tracked and resolved, resident communication is timely and professional, and maintenance records and reporting are accurately maintained. The Maintenance Administrator plays a key role in supporting team productivity and resident satisfaction through strong organization, communication, and follow-through.

Primary Job Responsibilities:

• Receive, log, and assign resident maintenance requests in the work order system; track status through completion.
• Act as the primary point of contact for resident inquiries related to maintenance, responding promptly via email or phone.
• Maintain and update maintenance tracking spreadsheets, including team schedules, hours worked, and task completion data.
• Monitor open work orders, follow up with residents and technicians, and escalate unresolved issues as needed.
• Assist the Maintenance Supervisor in managing vendor appointments, supply deliveries, and equipment inventory.
• Prepare weekly productivity and status reports for property management, using Excel and internal systems.
• Support the onboarding of new maintenance team members, including scheduling, uniform coordination, and system access.
• Ensure proper documentation of all maintenance activity in accordance with company policies and compliance requirements.
• Help coordinate preventive maintenance schedules and track recurring tasks.
• Provide general administrative support to the property’s facilities and operations team.

Requirements:

• High school diploma or equivalent; associate degree or technical training preferred.
• 2+ years of administrative experience, preferably in property management, maintenance coordination, or a related field.
• Bilingual fluency in English and Spanish is required.
• Strong proficiency in Microsoft Excel and other Microsoft Office applications.
• Excellent organizational skills and attention to detail.
• Effective written and verbal communication skills, with a professional and courteous demeanor.
• Ability to multitask in a fast-paced, resident-facing environment.
• Familiarity with work order management systems (e.g., Yardi, Building Engines, AppFolio) is a plus.
• Experience working on-site in residential or commercial real estate is preferred.

Benefits

• Full-time employees (defined as working 30 or more hours per week) are eligible for medical, dental, vision and other ancillary benefits. 
• All employees (full-time and part-time) are eligible to participate in the company’s 401K which has an employer match.

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“Planned Companies is an equal opportunity employer. Planned Companies does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other reason prohibited by law in the provision of employment opportunities and benefits.”