Facility Administrator

Facility Administrator

The Facility Administrator is an active supporter of the community vision and philosophies and First Service 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: $/hour

First Service 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 First Service Residential company mandatory functions and comply with all First Service 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…