Facility Administrator

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

Benefits offered by this job

Medical, dental, and vision plans (FT/

401K match

Time off including vacation, sick, and

Job summary

FirstService Residential is seeking a Facility Administrator to actively support the community vision and philosophies, and uphold the company’s commitment to client, staff, and community. This role manages board support, events, and administrative duties to enhance quality of life and the physical environment.

Responsibilities include front desk liaison duties, managing registrations, coordinating clubhouse events, and ensuring compliance with community policies.

Qualifications

• Must have customer service background and administrative experience.

Responsibilities

• Take client calls, manage work order process, and open call logs, interact with vendors, and resolve client matters.
• 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.
• 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.
• 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. to ensure management of expenses, accurate coding and compliance to budget limits.
• Promote the community’s current and upcoming events via newsletter, e-Blast and advertisements within the community.
• Handle and manage community’s social media Facebook account and community website to keep Homeowners informed.
• Create monthly community newsletters, event flyers, and signs for the facility and community, as needed.
• Attend and participate in Association Board meetings as required.
• Manage the maintenance and cleanliness of rooms, furniture and equipment used for each venue; both pre and post events.
• Order and stock materials and supplies as well as maintain accurate inventory for each event and office as needed.
• Perform general office duties (i.e. retrieve and distribute mail, document filing, correspondence, etc.).
• Upkeep and maintain the work areas including the office, conference room, break and stock room, in a neat and orderly fashion.
• Adhere to FirstService Residential guidelines, Core Values, and Global Service Standards.
• Perform any range of special projects, tasks and other related duties as assigned by the supervisor, General Manger

Skills

Customer Service

Organization

Event Coordination

Communication

Multitasking

Office Software

Education

GED or High School Diploma

Tools

Outlook

Word

Excel

Publisher

CANVA

Teams

Zoom

PowerPoint

Job description

Job Overview

The Facility Administrator will be an active supporter of the community vision and philosophies, and FirstService Residential’s commitment to client, staff, and community. As a result of job performance, to be responsible for community and board support, and the advancement of the community in terms of its quality of life and physical environment.

Compensation

$19-20/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.

Your 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. to ensure management of expenses, accurate coding and compliance to budget limits.
• Promote the community’s current and upcoming events via newsletter, e-Blast and advertisements within the community.
• Handle and manage community’s social media Facebook account and community website to keep Homeowners informed.
• Create monthly community newsletters, event flyers, and signs for the facility and community, as needed.
• Attend and participate in Association Board meetings as required.
• Manage the maintenance and cleanliness of rooms, furniture and equipment used for each venue; both pre and post events.
• Order and stock materials and supplies as well as maintain accurate inventory for each event and office as needed.
• Perform general office duties (i.e. retrieve and distribute mail, document filing, correspondence, etc.).
• Upkeep and maintain the work areas including the office, conference room, break and stock room, in a neat and orderly fashion.
• Adhere to FirstService Residential guidelines, Core Values, and Global Service Standards.
• Perform any range of special projects, tasks and other related duties as assigned by the supervisor, General Manger

Skills & Qualifications

• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire, and demeanor at all times.
• Demonstrates effective communication skills consisting of oral, written and listening skills.
• Excellent customer service background/skills
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Event Coordination
• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, Publisher, CANVA, Teams, Zoom, and Power Point.

Education & Experience

• Must have a minimum of a GED or a High School Diploma.
• Must have a customer service background and administrative experience.

Physical Requirements and Working Environment

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients.
• Valid California Driver’s License and State mandated vehicle insurance, and registration.
• Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance.
• Ability to work late into evenings as required for board meeting attendance.

Tools & Equipment Used

• General office equipment
• Event specific equipment.

Travel

• Occasional travel for business/community needs.

Schedule

• This position requires flexibility to work day and evening shifts, including weekends and holidays, as the operation runs seven (7) days a week.

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
• 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.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visit www.fsresidential.com/california

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.

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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 [e-mail].
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