Service Administrator - Maintenance

Founders 3 is Wisconsin’s largest, independently owned, full-service commercial real estate brokerage and management firm. We are focused on creating value for our clients and dedicated to continually improving our company and ourselves by practicing Commitment, Accountability, Respect, & Excellence (CARE).

About the role

The Service Administrator serves as the administrative and operational support hub for the Founders3 Maintenance, Facilities, and HVAC divisions. This position coordinates service requests, manages work order administration, supports maintenance operations, processes accounting-related activities, and maintains accurate departmental records. The role requires working closely with the Director of Maintenance, HVAC leadership, Building Engineers, Maintenance Technicians, Property Managers, vendors, and clients to ensure work is scheduled, documented, billed, and completed efficiently.

Responsibilities

• Coordinate and manage maintenance and HVAC work orders from start to completion.
• Schedule service calls, inspections, preventive maintenance, and recurring work.
• Support Maintenance and HVAC leadership, Building Engineers, and technicians.
• Communicate with property managers, tenants, clients, vendors, and subcontractors.
• Assist with billing, invoices, AP data entry, credit card reconciliation, and proposals.
• Maintain accurate records, databases, service documentation, and compliance information.
• Use systems such as Yardi, OSP, Microsoft Office, and other company software.
• Provide professional, responsive customer service and support special projects as needed.

Requirements

• Associate degree in Business Administration, Facilities Management, Accounting, or related field preferred.
• Minimum of 3 years of administrative, maintenance coordination, facilities administration, property management support, or service industry experience preferred.
• Experience supporting maintenance, facilities, construction, HVAC, or property management operations preferred.
• Strong organizational, problem-solving, and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality and exercise professional judgment.

Schedule

This is a full-time position, generally Monday through Friday 7:30am – 3:30 or 5:30pm with occasional evening, weekend, and holiday coverage as needed, mostly for emergency responses.