Community Facilities & Events Coordinator

FirstService Residential; Chino (CA); On-site; USD 26,000 - 28,000; Full time

Job summary

FirstService Residential in California is seeking a Facility Administrator to support the community’s vision and day‑to‑day operations. The role focuses on client and board support, front desk liaison duties, and managing the bookings and communications that keep the clubhouse and amenities running smoothly.

You will take resident calls, process registrations and access cards, manage work orders, oversee the events calendar, handle clubhouse rentals, and maintain vendor relations.

Responsibilities

• Take client calls, manage work order process, and open call logs, interact with vendors, and resolve client matters. Handle questions or calls from board members, homeowners and vendors, or refer to the appropriate staff member for assistance.
• Act as the front desk liaison to ensure all residents/guest inquiries are directed to the appropriate associate and/or department.
• Receive and process new owner registration/tenant forms and create new access cards.
• Monitor and oversee the master community event and activities calendar and ensure accuracy for posting on the community kiosks and website. (i.e. facility room reservations and administrative duties.)
• Manage Clubhouse rentals, conduct Clubhouse walkthroughs and process rental deposits and payments.
• Communicate with members on the policies and guidelines pertaining to community room rentals, space, and equipment.
• Assist with enforcing the policies and procedures of the Heritage Lake Master community. Report any issues to the General Manager and/or Facility Supervisor.
• Maintain vendor relations and compliance and ensure that service standards are maintained.
• Update and produce requested reports for board packets in a clean, orderly, and professional fashion within timeline provided by GM/FS and/or Supervisor.
• Participate in scheduled Committee meetings related to the social and recreational needs of community residents.
• Record and maintain activity progress notes and owner attendance during events and activities.
• Create and implement survey tools and processes to identify resident interest for community event activities and recreational programs.
• Communicate with supervisor and staff on all logistics involved for each event and stating the role each person is responsible for and follow through with meeting needs.
• Monitor monthly expenditures of all community events, activities, recreational programs, etc.

Job description

FirstService Residential in California is seeking a Facility Administrator to support the community’s vision and day‑to‑day operations. The role focuses on client and board support, front desk liaison duties, and managing the bookings and communications that keep the clubhouse and amenities running smoothly.

You will take resident calls, process registrations and access cards, manage work orders, oversee the events calendar, handle clubhouse rentals, and maintain vendor relations.