Facility Administrator

at  FirstService Residential

JOB OVERVIEW:

Assist in the facility and property operations at College Park Community to ensure: quality customer service is provided to the client, maintenance of facilities at a maximum level, the covenants conditions and restrictions are enforced, and oversight of vendors for quality control and adherence to contracts.

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.

• Is committed to continual learning as evidenced by attendance at seminars, trade shows, training conferences, along with actively participating in learning opportunities presented by LMS.
• Has a minimum of two years of experience in property management and/or facility maintenance or closely related field.
• Has customer service experience.
• Displays strong written and oral communication skills.
• Must be able to handle multiple tasks.
• Must be able to work independently and prioritize daily work load.
• Must possess strong customer service skills.
• Must be able to handle the deadlines and pressure of the position.
• Must be proficient with Microsoft Office.
• Must have the ability to effectively communicate with the Board, vendors and clients, verbally and through written correspondence.
• Must be resourceful and a creative problem solver.
• Must be detail oriented.
• Strong organization skills and time management abilities.
• Works effectively with co-workers, client, customers and others by sharing ideas in a constructive and positive manner.
• Addresses problems and issues constructively to find mutually acceptable and practical business solutions.
• Strong ethical practices.
• Must have sound judgment and the ability to think independently and evaluate safety and service issues. Must be able to work well under pressure and deadlines, as well as work independently and prioritize time effectively.
• Proficient in English/ Speaks Chinese (Mandarin) a PLUS

EDUCATION & EXPERIENCE:

• Completion of some college level course work preferred.

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 to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to respond to requests and communicate to staff, co-workers, clients, and vendors

The work environment characteristics are office conditions at an onsite community facility. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position will be full-time depending upon the community and the needs of the company/client.
Consistent and regular attendance required.
Based on business needs the work schedule may include working evenings and an occasional weekend day.
Based on business needs, some overtime will be required from time to time.

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: includes the following. Other requirements may be assigned.

• Ensure all customer service calls and related work orders are handled in accordance with established procedures.
• Project completion as assigned by General Manager, Facility Manager, and/or Board of Directors.
• Assist in the preparation of monthly reports to the board of directors. (Examples; Customer Service Report, Facility Report, Violation Report, etc.).
• Review and monitor community Policies and Guidelines.
• Ensure homeowner inquiries regarding facility usage are handled in accordance with procedure and ensure Facility Rules are enforced for visitors.
• Ensure application of all necessary safety procedures and legal compliance.
• Issuance of resident identification, access fobs, resident registration, and ensure appropriate computer and paper files are kept.
• Coordinate and attend, as requested, designated meetings or functions.
• Maintain accurate and complete homeowner computer/hard copy files, plan submittal reports, violation reports and correspondence, hearing correspondence, homeowner correspondence, etc.
• Schedules, attends, and performs all enforcement drives throughout the community
• Prepares for, attends, and performs all follow-up to Enforcement meetings as designated by association requirements. Maintain ERC minutes
• Prepares Enforcement Packets and violation reports
• Coordinate Design Review Process- collect applications forms/documents, enter data into Connect, prepare material for ARC consideration and prepare responses to applications and update Connect. Maintain ARC minutes.
• Responsible for implementation of the Procedural Manual, and any other duties that may be required by supervisor.
• Works with co-workers as assigned to plan the coordination of events, programs and clubs including an annual event calendar and event budget coordination.
• Represent professionalism and FirstService Residential’s standards of operations to clients and fellow staff at all times.
• Conduct walkthroughs of all facilities daily, and to direct responsible vendors or staff for repairs.
• Provide input to General Manager or Facility Manager for changes in maintenance, repairs, purchases or policies that may benefit community financially, decrease liability, or enhance homeowner satisfaction.
• Apply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughout.
• Responsible for completion of applicable punch list items.
• Other items that may be required as part of job description based upon Board of Directors’ requests/FirstService Residential supervisor, or as deemed appropriate.
• Follow quality system procedures.
• Assist GM in all administrative duties
• Complete company training as assigned and attend all company mandatory functions
• Comply with company policies and procedures
• Other projects and opportunities as may be deemed needed and appropriate for this position.

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.

• Is committed to continual learning as evidenced by attendance at seminars, trade shows, training conferences, along with actively participating in learning opportunities presented by LMS.
• Has a minimum of two years of experience in property management and/or facility maintenance or closely related field.
• Has customer service experience.
• Displays strong written and oral communication skills.
• Must be able to handle multiple tasks.
• Must be able to work independently and prioritize daily work load.
• Must possess strong customer service skills.
• Must be able to handle the deadlines and pressure of the position.
• Must be proficient with Microsoft Office.
• Must have the ability to effectively communicate with the Board, vendors and clients, verbally and through written correspondence.
• Must be resourceful and a creative problem solver.
• Must be detail oriented.
• Strong organization skills and time management abilities.
• Works effectively with co-workers, client, customers and others by sharing ideas in a constructive and positive manner.
• Addresses problems and issues constructively to find mutually acceptable and practical business solutions.
• Strong ethical practices.
• Must have sound judgment and the ability to think independently and evaluate safety and service issues. Must be able to work well under pressure and deadlines, as well as work independently and prioritize time effectively.
• Proficient in English/ Speaks Chinese (Mandarin) a PLU

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 to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to respond to requests and communicate to staff, co-workers, clients, and vendor