Position Summary

The Work Order Specialist is responsible for managing the intake, tracking, and coordination of all maintenance work orders across Athens Housing Authority (AHA) properties. This position serves as the primary point of contact between management and maintenance staff, ensuring timely, accurate, and efficient service delivery. Duties include receiving and logging maintenance requests, creating and assigning work orders, monitoring progress through completion, preparing reports, and maintaining accurate records in Yardi and other systems. Performance of duties requires attention to detail, strong organizational skills, excellent communication, and thorough knowledge of AHA maintenance policies, HUD standards, and standard office procedures.

Major Duties and Responsibilities

1. Receive, log, and process staff maintenance requests via phone, email, or in person.

2. Create and assign work orders to appropriate maintenance staff or contractors in Yardi.

3. Monitor work order progress daily; follow up on open, overdue, or incomplete work orders to ensure timely resolution.

4. Track Unit Turns and provide status updates.

5. Communicate with Customer Service staff regarding scheduling, status updates, and completion of work requests.

6. Generate and distribute daily, weekly, and monthly work order reports for management review.

7. Coordinate with Customer Service and Managers for emergency or urgent maintenance requests in accordance with AHA policy and HUD regulations.

8. Maintain accurate electronic and hard copy records of all work orders, inspections, and related documentation.

9. Assist with scheduling preventive maintenance tasks and tracking recurring service needs.

10. Collaborate with Housing Managers, Maintenance Supervisor, and/or Manager to identify trends, recurring issues, or capital needs.

11. Perform clerical support tasks such as data entry, correspondence, filing, scanning, and reporting as assigned, such as submitting timesheets to Payroll.

Desirable Knowledge and Abilities

Knowledge of public housing maintenance operations and HUD regulations preferred.

Familiarity with work order management systems (Yardi strongly preferred).

Ability to organize, track, and prioritize large volumes of service requests.

Ability to communicate effectively with residents, staff, and vendors, including in stressful situations.

Skill in compiling and analyzing work order data for reporting purposes.

Ability to work independently with minimal supervision while exercising good judgment.

Strong proficiency in Microsoft Office (Word, Excel, Outlook) and database systems.

Ability to maintain confidentiality and accuracy in all records.

Physical Requirements

• Must be physically able to operate a variety of office equipment, including a computer, printer, copier, and telephone.
• Must be able to move or carry objects such as files, reports, and supplies.
• Ability to work in a fast-paced, high-traffic office environment.

Minimum Education, Training, and/or Experience

• Graduation from a standard high school or vocational school.
• At least two (2) years of administrative, maintenance coordination, or related office experience.
• Experience with Yardi or similar property management/work order software preferred.
• Equivalent combinations of education, training, and experience may be considered.

Special Requirements

• Possession of a valid State of Georgia driver’s license.
• Must be bondable and insurable under the Authority’s fleet insurance policy.
• Must be able to work occasional evenings or weekends as required.