Maintenance ARM

Job Title : Maintenance Operations Supervisor - Operations

About Keyper :

At Keyper, we empower property managers, investors and tenants with advanced technology to efficiently manage and enhance their property portfolios. Our comprehensive services facilitate everything from real-time performance monitoring to seamless digital transactions, all designed to optimize property management. Learn more at Keyper.

Job Summary :

The ARM – Maintenance Operations (Assistance Relationship Manager) plays a pivotal role in managing the administrative aspects of maintenance operations. Reporting directly to the Maintenance Operations Supervisor, the ARM supports day-to-day admin functions, vendor communications, and systematic reporting. This position ensures that all operational data and maintenance processes are accurately documented, monitored, and communicated to drive continuous process improvement.

Key Responsibilities :

1. Administrative Support & Reporting
   Manage and streamline daily administrative tasks related to maintenance operations.
   Prepare and maintain detailed reports on maintenance activities, vendor performance, and issue resolution timelines.
   Assist in tracking key performance indicators (KPIs) and operational benchmarks to ensure service quality.
   Serve as a central point of contact for internal teams, ensuring timely dissemination of maintenance reports and updates.
   Support the onboarding and administration of vendors by maintaining updated records and communications.
   Assist in the coordination of vendor quotes, follow-ups, and documentation to ensure seamless service delivery.
   Monitor vendor performance data and escalate discrepancies or delays to the Maintenance Operations Supervisor.
2. Process Optimization & Data Management
   Implement structured systems to document maintenance tasks, ticket statuses, and resolution outcomes.
   Collaborate with the maintenance team to refine administrative workflows and data entry processes.
   Utilize CRM systems and digital tools to update and archive operational data for quick reference and audit trails.
3. Stakeholder & Relationship Management
   Build and nurture positive working relationships with internal teams, vendors, and service providers.
   Provide proactive support in communicating with tenants and landlords regarding maintenance scheduling and updates.
   Serve as the liaison for follow-up communications, ensuring clarity and consistency in the administrative process.
4. Quality Control & Continuous Improvement
   Assist in the periodic review of maintenance processes to identify gaps and recommend improvements.
   Ensure all documentation and reports comply with internal standards and regulatory requirements.
   Participate in regular meetings with the maintenance operations team to discuss process enhancements and administrative efficiencies.

Qualifications & Requirements :

Bachelor’s degree in Business Administration, Facility Management, or a related field.
2+ years of experience in administrative roles, preferably within property management or maintenance operations.
Proficiency in CRM systems (Salesforce preferred) and digital reporting tools.
Strong organizational skills with keen attention to detail and data accuracy.
Excellent communication and interpersonal skills to effectively manage internal and external relationships.
Ability to work collaboratively in a fast-paced, dynamic environment and adapt to changing priorities.
A proactive mindset and a commitment to continuous improvement in operational processes.

Skills and Competencies :

1. Time Management : Ability to manage multiple tasks and prioritize effectively.
2. Problem-Solving : Proactive approach in resolving issues related to property management, tenancy, and maintenance.
3. Tech Savvy : Comfortable using CRM tools, particularly Salesforce, and learning new operational systems.
4. Customer Service Orientation : A focus on providing excellent service to both landlords and tenants.

Key Attributes :

1. Detail-Oriented & Organized : Excels in managing administrative tasks and ensuring data accuracy.
2. Collaborative Team Player : Works closely with the maintenance team and external vendors to support smooth operations.
3. Proactive Communicator : Maintains clear, consistent communication with all stakeholders.
4. Process-Driven : Focused on continuous process optimization and quality control.
5. Adaptable : Capable of thriving in a dynamic environment with evolving responsibilities.

Keyper Values Reflected in This Role :

1. Challenging the Status Quo – Continuously improving vendor pool and addressing inefficiencies.
2. Holistic Ownership – Taking full responsibility for maintenance operations from ticket to completion.
3. Committed to Exceptional Experiences – Delivering high-quality service to tenants and landlords.
4. Data-Driven, Tech-First – Using technology and analytics for decision-making.
5. Together for Growth – Collaborating across departments to improve operational efficiency.