Facility Administrator

Facility Administrator

The Facility Administrator is an active supporter of the community vision and philosophies and FirstService Residential's commitment to client, associates, and community. This position reports to the general manager of the property.

To ensure the day-to-day operations of the Temecula Hills Master Association run smoothly by providing support to the team in all aspects of management. The facility administrator acts as an advisor to the board of directors, residents, and vendors. Responds to inquiries and requests for work from board members and residents. Manages ongoing maintenance of the Clubhouse and Common Areas including soliciting proposals, reviewing proposals, and reviewing contracts, deliverables, and metrics.

Compensation: $21.00-24.00/hour

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Job Responsibilities:

• Assist residents with the distribution of access control credentials, management of reservations, facility tours, and general questions pertaining to the community.
• Conduct frequent inspections of the community including all amenities and report any maintenance needs to appropriate service vendors.
• Overseeing work order progression and completion; managing client inquiries, vendor coordination, updating status of work order requests, closing out completed requests and follow up communication to residents when necessary.
• Assist with the oversight and follow-up of outstanding maintenance vendor proposal, schedules, vendor request of vendor w-9, insurance and license documentation.
• Respond to resident inquiries, e-mail and phone communication.
• Generate orders for maintenance and custodial supplies as directed by Maintenance team.
• Assist General Manager in the maintenance of records related to facilities repair, replacement schedules and project management.
• Ensure homeowner inquiries regarding facility usage are handled in accordance with procedure.
• Prepare activity logs, incident reports, management reports, and any other required notices per the direction of the general manager.
• Assist residents with compliance inquiries and update the appropriate database with information as needed.
• General administrative and office functions as needed by the general manager and board of directors, i.e., posting of flyers for clubs, development and execution of programs, community announcements, and general notifications to membership.
• Assist in the coordination/implementation of events, programs, and clubs (i.e., create flyers, post notices, etc.).
• Assist in the setup, monitoring, and cleanup of events, programs, and clubs.
• Work with fellow staff members to ensure all functions and projects are completed effectively and efficiently.
• Attend all FirstService Residential company mandatory functions and comply with all FirstService Residential company policies and procedures.
• Apply a proactive approach to all areas of responsibility and strive for continued improvement and excellence throughout.
• Ensure a continual process of seamless connection between residents, board of directors, and property management.
• Maintain an organized workspace according to company procedures.
• Other duties as assigned.

Skills & Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Possesses exceptional customer service experience.
• Excellent written and oral communication skills and customer service skills.
• Must be able to handle multiple priorities and deadlines.
• Promote collaboration
• Proficient in English.
• Excellent general math skills.
• Must be detail oriented.

Education & Experience:

The facility administrator will portray, but is not limited to, the following capabilities/qualifications.

• Has a minimum of 1-2 years of successful customer service experience.
• Displays strong written skills to be able to publish appropriate documentation as directed to create the legacy for the association, particularly in administration.
• Be well spoken to instill confidence in the residents that reside within the community as well as the public that may interact through designated programs and issues.
• Displays a community posture that well represents the vision of association.
• Understands bidding and maintenance practices.
• Proficient with Microsoft Office, including Word, and Excel at an intermediate level
• Has customer service and guest interaction experience.
• Demonstrates good client interaction and visibility.
• Demonstrates effective oral and written communication skills.
• Assertive, PR oriented.

Tools & Equipment Used:

• Reliable vehicle; Valid California driver's license including state mandated vehicle insurance

What We Offer:

• Medical, dental, and vision plans (full time and those working 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account

About Us:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Disclaimer:

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics. Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company. Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a reasonable accommodation, as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com . Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com ; we will respond in accordance with Local Law 144, within 30 days.