Facility Administrator

at  FirstService Residential

JOB OVERVIEW:

The Facility Administrator is a believer in and 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.

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 the essential functions.

• Must be literate and articulate in written form in order to prepare correspondence.
• Must be able to handle multiple tasks.
• Must be able to handle pressure and deadlines related to the job.
• Must 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 respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds.
• Must possess some business/customer service experience.
• Excellent, effective, and diplomatic oral and written communication skills.
• Previous work experience in a customer service environment
• Detail oriented with a high level of accuracy.
• Ability to multitask effectively and efficiently with strong organizational skills.
• Outstanding computer skills to include: heavy word processing using Microsoft Word, spreadsheets using Microsoft Excel. General database entry and maintenance preferred.
• Forward thinking, proactive, and able to provide creative alternatives for problem solving.
• People/community oriented
• Must have use of a vehicle; possess current driver’s license and state-mandated vehicle insurance.

EDUCATION & EXPERIENCE:

• Completion of some college course work.
• Proficient in English.
• Strong general math skills.
• Must be resourceful and a creative problem solver with strong ethical practices.
• Ability to determine next level involvement for problem resolution.
• Must demonstrate good judgment.
• Ability to think and work independently as well as part of a team.
• Must be able to work well under pressure and deadlines, as well as work independently and prioritize time effectively.

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.

• Must be mobile enough to move around office in order to make copies, send mail and faxes.
• Must be mobile enough to walk the facilities, including up and down stairs and exterior pool,landscape, parks and recreational areas.
• Must be mobile enough to move around during outside events, stand for long periods of time and lift up to 25 pounds.
• Must be able to hear in order to receive telephone calls and voice mail messages. Must be able torespond to requests and communicate to staff, coworkers, clients, and vendors; talking and hearingoccur continuously in the process of communication.
• Associate is required to work at a personal computer for extended periods of time, as well as talking on the phone for extended periods of time. Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.

Position is part time. The work schedule of this position will require from time-to-time, hours over 8 in a day and 36 in a week, evening meetings, Saturdays and holidays and is subject to change based on business needs. Consistent and regular attendance required.

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

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: include the following. Other requirements may be assigned.

• Conducts daily inspections of the facility completes inspection log, creates and sends work orders to vendors.
• Provide oversight of vendors to ensure completion of responsibilities and work orders.
• Provide constant input to the Sr. Community Manager for changes in maintenance, repairs, purchases or policies that may decrease liability, enhance homeowner satisfaction or benefit the association fiscally.
• Handle customer service calls, emails, and issue related work orders, in accordance with established procedures, returning within 24 hours.
• Update work orders twice a week.
• Assist residents with the distribution of key fobs, facility reservations and general questions pertaining to the Community.
• Provide courtesy parking safelists, program gate codes & directory.
• Update Connect with homeowner information obtained by the FOB applications.
• Works with Senior Community Manager and Social Events Committee as assigned to assist in the coordination of events and programs. (i.e. creates flyers, posts notices etc.).
• Attendance at events (2-3 per year), may require Saturdays or evenings.
• Works with Senior Community Manager, Board of Directors, and Committee members to ensure all functions and projects are completed effectively and efficiently
• Interacts and follows up with Committee members and homeowners regarding architectural issues of the association
• Performs twice a month violation inspections, including one inspection for Architectural violations. Draft, create, and mail violation letters resulting from inspections
• Maintains accurate and complete records as required to properly and effectively implement the Architectural Program. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals (pending, approved and denied), homeowner correspondence, etc.
• Organizes and maintains all homeowner architectural, landscape plans, and other office filing as needed in an orderly fashion.
• Prepares for, attends, and performs all follow-up for the Architectural Committee meetings as designated by association requirements as needed.
• Prepares for monthly Board of Directors meetings, including printing of board packages, ERC agendas and related backup, set up and tear down of tables and chairs in clubhouse, print agenda copies, speaker slips and sign in sheets as needed for homeowner attendees.
• Post meeting directives per punch list and/or Task Report.
• Attend monthly Board of Directors meetings until 7:30 PM. (shift for that day would be adjusted)
• Prepares and distributes monthly ARC and VIO Reports.
• Post agendas at the clubhouse and on the website.
• Draft and send eblasts to community as needed.
• Check the mailbox daily.
• Hold checks for Community Manager pickup.
• Provide facility tours with new/prospective buyers.
• Order for office supplies
• Complete Hazard Assessment form.
• Pull Board packet reports as assigned
• Apply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughout.
• Follows quality system procedures.
• Oversight of facility rentals and post party checklists.
• Other duties as assigned.

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 the essential functions.

• Must be literate and articulate in written form in order to prepare correspondence.
• Must be able to handle multiple tasks.
• Must be able to handle pressure and deadlines related to the job.
• Must 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 respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds.
• Must possess some business/customer service experience.
• Excellent, effective, and diplomatic oral and written communication skills.
• Previous work experience in a customer service environment
• Detail oriented with a high level of accuracy.
• Ability to multitask effectively and efficiently with strong organizational skills.
• Outstanding computer skills to include: heavy word processing using Microsoft Word, spreadsheets using Microsoft Excel. General database entry and maintenance preferred.
• Forward thinking, proactive, and able to provide creative alternatives for problem solving.
• People/community oriented
• Must have use of a vehicle; possess current driver’s license and state-mandated vehicle insurance

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.

• Must be mobile enough to move around office in order to make copies, send mail and faxes.
• Must be mobile enough to walk the facilities, including up and down stairs and exterior pool,landscape, parks and recreational areas.
• Must be mobile enough to move around during outside events, stand for long periods of time and lift up to 25 pounds.
• Must be able to hear in order to receive telephone calls and voice mail messages. Must be able torespond to requests and communicate to staff, coworkers, clients, and vendors; talking and hearingoccur continuously in the process of communication.
• Associate is required to work at a personal computer for extended periods of time, as well as talking on the phone for extended periods of time. Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard