Facility Administrator

at  FirstService Residential

JOB OVERVIEW:

The Facility Administrator is an active supporter of the community vision and philosophies and FirstService Residential’s commitment to client, associates, and community. This position reports to the general manager of the property.
The Facility Administrator assures the day-to-day operations of the Newport Coast Community 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 Coastal Canyon Park facility including soliciting proposals, reviewing proposals, and reviewing contracts, deliverables, and metrics. Manages accounts receivable process including processes not owned by FirstService Residential systems by obtaining monthly status reports from third parties and doing routine follow-ups.

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.

• Strong leadership and team building skills
• Ability to manage multiple priorities
• Ability to manage multiple staff members
• Excellent communication skills
• Promotes collaboration
• Proficient in English
• Excellent general math skills.

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.
• In brief, the following qualities are of necessity for this job position:
• Management decision-making capabilities.
• Strategic planning capabilities.
• Demonstrates public charisma as evidenced by proven leadership skills.
• Is technology literate.
• Has business/management experience.
• Has customer service and guest interaction experience.
• Demonstrates good client interaction and visibility.
• Demonstrates effective oral and written communication skills.
• Comprehension and attainment of all areas of the following skills: financial, written, verbal, negotiations, thoroughness, procedural comprehension, and compliance.
• Excellent analytical person demonstrates ability to use creative alternatives.
• Assertive, PR oriented.

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

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 facilities and report any maintenance needs to appropriate service vendor.
• Act as liaison between the association and residents.
• Assist in the coordination/implementation of events, programs, and clubs (i.e., create flyers, post notices, etc.).
• Assist in overseeing work order progression and completion.
• Assist in the setup, monitoring, and cleanup of events, programs, and clubs.
• General administrative and office functions as needed by the general manager and board of directors, i.e., venue changes, posting of flyers for clubs, development and execution of programs, community announcements, and general notifications to membership.
• Work with fellow staff members to ensure all functions and projects are completed effectively and efficiently.
• Attend all FirstService Residential company mandatory functions and comply with all FirstService Residential company policies and procedures.
• Apply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughout.
• Prepare activity logs, incident reports, management reports, and any other required notices per the direction of the general manager.
• Ensure a continual process of seamless connection between residents, board of directors, and property management.
• 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 essential functions.

• Strong leadership and team building skills
• Ability to manage multiple priorities
• Ability to manage multiple staff members
• Excellent communication skills
• Promotes collaboration
• Proficient in English
• Excellent general math skills