Spares Coordinator jobs in San Bernardino, CA

Job Overview:

The Project Coordinator performs a variety of highly responsible managerial and administrative duties in direct cooperation with the General Manager and Assistant General Manager in all aspects related to the operation of the Association Office, in support of the Board of Directors and with selected committees. The Project Coordinator performs those duties which are required to conduct business in all phases of operations within the Association Office and for the Association including but not limited to those functions listed below:

• Provide support in opening and/or closing the facility, as necessary.
• Journalize all pertinent activity/correspondence related to vendor operations
• Have knowledge of the facility and use of amenities
• Opening and Closing procedures
• Lights, fountains, sound system, fans
• Security System
• Computers
• Pool Equipment
• Gate/Door Entry system
• Fitness Center Equipment
• Other facility components, as necessary

Compensation: $24 - $26 an 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:

Project Coordination

• The Project Coordinator is trained in business writing and prepares correspondence as needed. The Project Coordinator prepares bids, spreadsheets and organizes vendor support material for presentation. The Project Coordinator follows up on required documentation from selected vendors (i.e. vendor set up documents, licensing, insurance).
• Research and report on special projects (i.e. acquiring proposals and making recommendations).
• Verify the work on the subcontractor/vendor invoice is complete and has the proper payment approvals
• Prepare and present bid packages for all major contracts (i.e. pool service, HVAC, Maintenance, Janitorial, etc.)
• Establish a qualified list of approved contractors/vendors
• Provide estimates on small projects
• Attend Facilities, Event Systems Committee meetings. (other committees such as Bistro,
• Landscape, Water Management and ARC as needed)
• Oversee the Reserve Study and ensure that the Capital Asset plan clearly identifies all
• assets and that they are entered into an inventory database
• Establish and maintain facility reports and documents
• Monitor and report on contractor performance
• Communicate with the Developer on warranty repairs
• Establish and implement short and long range cost savings goals and operating procedures; monitors and evaluates program effectiveness; effects changes required for improvement.
• Create and maintain a facility repair log/maintenance log – cross reference with annual maintenance calendar

Resident Services:

• Ensure compliance with community policies, procedures, rules and regulations and
• governing documents
• Answer questions regarding facility and/or use of facility
• Report any incidents, issues or concerns to the General Manager or Assistant General
• Manager.
• Return homeowner telephone calls within twenty-four (24) hours. Or, the nextday possible, if on vacation, etc.

• Respond to homeowner correspondence within seventy-two (72) hours from receipt or upon Board approval.

Maintenance Oversight

• In direct coordination with the Assistant General Manager, the Project Coordinator will assist scheduling maintenance, janitorial and other necessary vendors for the upkeep of the facility. The Project Coordinator must be able to recognize and report required maintenance items, janitorial requirements and other repairs needed within the facility and common grounds.
• The Project Coordinator should have a working knowledge of the facility components.
• Perform simple and minor repairs.
• First responder to service disruptions (including emergencies) and evaluate if an outsidecontractor is necessary
• Monitor and report utilization percentage of all key items e.g. gates, pools and spa

Risk Management

• In direct coordination with the Assistant General Manager, the Project Coordinator will assist with the following:
• Complete site reviews of the common areas to assess risks and implement plans andstrategies to minimize potential risk.
• Participates as a staff liaison to the Safety Committee.
• Reviews daily community patrol reports.
• Survey work zones for any conditions where liability could occur and report findings to the General Manager and/or Assistant General Manager.

Other Essential Duties:

• Answer telephones professionally and with a smile
• Organization of workload, setting priorities for time management and completing
• projects with minimum direction
• Price queries as directed by the General Manager
• Calendar daily, weekly, monthly meetings, correspondences and deadlines
• Cover, as needed, during mandatory breaks and lunches
• Report and log any issues or concerns residents may have to management
• Have knowledge of facility and answer questions for potential homeowners when needed
• Perform opening and closing procedures, when required or scheduled
• Evaluate facility for neatness and report to Assistant General Manager
• Performs other duties as assigned by General Manager/Assistant General Manager.

Skills & Qualifications:

Computer Skills:

• Must be knowledgeable of and proficient in: Word, Excel, Outlook, Adobe PDF and Internet/E-mail systems. Able to learn software programs utilized by company.

Oral /Written Communication Skills:

• Must be able to converse with homeowners in a clear, concise, understanding and sensitive manner.
• Must be able to write basic letters and professional letters.
• Must be adept in one-on-one communications and have superior telephone demeanor/skills.
• Must be an attentive, aware listener, and must have the ability to be firm at times and flexible at other times and to recognize the appropriate time for each.

Education & Experience:

• High school diploma or general education degree (GED); College education preferred

Language Ability:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively to homeowners, vendors, contractors and other visitors.

Math Ability:

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Physical Requirements & Working Environment:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is occasionally exposed to sun, wind, heat and cold.
• The noise level in the work environment is usually moderate.

Tools & Equipment Used:

• Maintain a valid California driver's license and valid auto insurance.
• First Aid
• CPR
• AED

What We Offer:

• Medical, dental, and vision plans (full time and part time 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
• Verizon discount
• 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.