Facility Administrator

Job Title: Facility Administrator

Reports To: Glenwood Recreation Center Community Manager

Location: Aliso Viejo, CA

Salary Range: $22-24/hr

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.

Position Description

Assure that the day-to-day operations of the on-site facilities are run smoothly by assisting the Facilities Director and other facilities staff in overseeing the maintenance of the facility and common areas, parks and streetscape, performing on-site administration and customer service. This position supports the Community Manager to meet Recreation Center Committee's goals and objectives as well as ensuring effective and efficient day-to-day operations of the Recreation Center community vision via the maintenance of the common grounds and facility; provide recreational and administrative support and customer service assistance; uphold the aesthetics of the community as directed by the Committee and Community Manager; and ensure that the highest level of service is being provided to the Recreation Center Members and their Families, Friends and Guests.

PERFORMANCE REQUIREMENTS include the following.

• Recreation Center Clubhouse and Facility Opening and Closing Procedures
• Facility Key Tracking and Management
• Lost and Found Tracking and Management
• Monitor vendors for compliance with Facility Access and Conduct
• Assist in the supervision of subcontractors assuring quality performance and compliance with contract
• Project completion as assigned by Community Manager, regional director, or Recreation Center Committee
• Review, monitor and implement Community Policies, Rules and Regulations and Guidelines
• Coordinate facility rental requests, inspections, calendar and coordinate with appropriate services (Security, Janitorial) as required
• Access System Database Monitoring, Maintenance and Management
• Connect - Work order System Monitoring, Maintenance and Management, providing weekly exception reports as directed
• Register new homeowners and issue facility access fobs
• Conduct walk-throughs and prepare punch lists for all vendors as requested by Management
• Maintain All On-Site Procedural Manuals
• Assist in ensuring that the facility amenities are properly maintained and repaired as needed
• Assist in the implementation of the Association's rules and regulations as they relate to the community facility
• Assists in obtaining proposals for projects based on the facilities needs and the reserve study
• Assist in verifying and approving for payment service invoices for all non-routine invoices
• Coordinate and attend, as requested, designated meetings or functions, which may be on weekends or evenings
• Review bid proposals, prior to Community Manager and Recreation Center Committee
• Coordinates, schedules and runs Community events / activities when necessary
• Draft board packets and minutes & schedule and attend monthly night-time board meetings
• Assist with the monitoring and reporting on any repair projects
• Assist with the monitoring of vendors for compliance with contract specifications
• Maintains current homeowner database
• Monitor and maintain inventory list and par stock of office supplies, janitorial supplies, kitchen supplies and facility supplies
• Perform onsite inspections of the facility, at least weekly and fill out inspection checklists
• Perform other responsibilities as requested by the Community Manager or Recreation Center Committee
• Provide input to supervisor or Community Manager for changes in maintenance, repairs, purchases or policies that may benefit the Community financially, decrease liability, or enhance homeowner satisfaction
• Apply proactive approach to all areas of responsibility and strive for continued improvement and excellence throughout
• Prepare deposits and forward to Accounting Department
• Receives all material delivered to the property
• Receives and processes mail on a daily basis - including date received stamp
• Storage Room Organization and Oversight
• Recreation Committee Meeting Support - Room Setup, Room Break Down, Food and Beverage Coordination
• Respond to homeowner inquiries regarding usage and general facility issues
• Verify completion of all sub-contractor work when designated as the responsible party to follow-through
• Ensure all customer service calls and related work orders are handled in accordance with established procedures
• Assist in the preparation of monthly reports to the Committee meetings. (Examples; Work order Report, Violation report, hearing agenda, pool maintenance log, Late departure report, etc.)
• Represent professionalism and FirstService Residential's standards of operations to clients and fellow staff at all times
• Assist in the updating of Facility Maintenance manuals
• Apply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughout
• Responsible for completion of applicable punch list items
• Other items that may be required as part of job description based upon Committee's requests/FirstService Residential supervisor, or as deemed appropriate
• Follow quality system procedures
• Other responsibilities may be assigned from time to time

QUALIFICATIONS

• Has a minimum of two years of experience in property management and/or facility
  maintenance or closely related field
• Must have customer service experience
• Displays strong written and oral communication skills
• Must be able to handle multiple tasks
• Must be able to work independently and prioritize daily work load
• Must be able to handle the pressure of the position
• Must be proficient with Microsoft Office Word, Excel, Power Point and Outlook
• Must have the ability to effectively communicate with the Board, vendors and clients,
  verbally and through written correspondence
• Must be resourceful and a creative problem solver
• Must be detail oriented
• Strong customer service skills are required as this position has face-to-face interactions with Members, Residents, Developers, Potential Home Buyers and the general public
• Ability to independently answer and place telephone calls. Must be able to hear in order to receive telephone calls and voice mail messages
• Must have reliable transportation, a valid California driver's license and the State mandated vehicle insurance in order to drive through the community and attend work and meetings. It is required that associate shows proof of their vehicle insurance policy to FirstService Residential
• Must be flexible, calm and able to handle difficult clients and/or personalities with strength and professionalism
• Must be able to work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds
• This is a Fulltime Monday through Friday position, generally 8:30AM to 5:00PM
• From time to time schedule could be altered to assist with community events that occur on weekends or evening hours
• Overtime, weekend and holiday work is required from time to time

EDUCATION and/or EXPERIENCE
High School Graduate
Some College Coursework preferred

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver's License and State Mandated Vehicle Insurance

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, as well as applicable local ordinances.

All offers of employment with FirstService Residential are contingent upon a satisfactory background check.