Facilities Coordinator

Description

Job Overview:

The Facilities Coordinator is responsible for coordinating and supporting common area and facility maintenance as well as projects including, reserve, operating, and capital improvement projects throughout the community. Additionally, they will be responsible for assisting residents with reserving clubhouses, communicating requirements for each reservation, and the timeline by which the items are required to finalize their reservation. They will have knowledge of all Great Park Neighborhoods operations and maintenance standards for common areas, amenities, and facility use, and will manage assigned vendor relations and contract bidding in conjunction with the Facilities Manager to ensure maintenance of facilities at the highest level, oversight of vendors for quality control and adherence to contracts, and delivery of quality customer service to the client. This role is responsible to ensure effective and efficient day-to-day operation of Great Park Neighborhoods and reports directly to the Facilities Manager.

Spanning approximately 2,100 acres in the heart of Irvine, Great Park Neighborhoods is transforming the former Marine Corps Air Station El Toro into a community that honors its military past while creating an inventive city of the future. Great Park Neighborhoods will be developed over the coming years into multiple neighborhoods offering homes for people of all ages and all lifestyles. The community is slated for approximately 10,000 homes to be built over these years of development and will have several parks, pools, clubhouses, reservable indoor and outdoor spaces, school sites, and more. All of this falls under the careful care of management to Great Park Neighborhoods Community Association.

Compensation: $24-26/hr

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:

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included.

• This role requires work performed on one weekend day
• Communicate with community residents both verbally and in writing to answer questions, respond to issues or concerns, or share information
• Respond to time-sensitive facility, common area, and landscape maintenance matters quickly and proficiently
• Responsible to ensure walkthroughs of all facilities are completed weekly, and to direct responsible vendors for repairs in accordance with budget guidelines
• Responsible for completion of applicable punch list items
• Dispatch work orders and projects to vendors in a timely manner
• Perform quality checks of tasks assigned to vendors
• Have a mechanical understanding of building systems and infrastructure in and around the common area landscape and facilities/amenities to troubleshoot issues that may arise in the daily use and function
• Ensure application of all necessary safety procedures and legal compliance for the common areas and amenities, and that safety inspection reports are completed monthly
• Update and keep Facility Maintenance manuals current
• Obtain bids for applicable services and projects and create RFP and comparison spreadsheets as requested by Facilities Manager
• Ensure vendors meet all insurance requirements utilizing FirstService Residential’s 3rd party software that certifies vendors
• Coordinate maintenance repairs and project meeting dates, times, and events
• Assist residents (via calls, email, face-to-face) with the distribution of key access devices, room reservations, maintenance requests, and general questions pertaining to the Community
• Responsible for facility reservation process, including provision of reservation information, provision of resident tours and education on facility amenities/usage, management of applications/fees/deposits and related communications, provision of real-time support for reservations as needed, oversight of reservations to ensure proper facility usage where possible, and post-reservation communications.
• Perform resident walk throughs of reservation facilities, demonstrating the use of the amenities and providing helpful information for the day of their event.
• Support Lifestyle Team events by meeting and understanding needs for maintenance and janitorial and additional event-related facility needs
• Attend and assist community events as requested
• Coordinate with Facilities Manager to prepare monthly calendars for deadlines, reports, processes, and standing meetings
• Create required association and management reports
• Responsible for administrative functions related to access key software and updating Connect, DwellingLive, and various Association platforms as needed
• Create and coordinate neighborhood communications and mailings for maintenance repairs and projects
• Coordinate and attend as requested designated meetings or functions
• Assist Facilities Manager with administrative duties
• Apply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughout
• Ensure the representation of a positive organizational image to residents, business partners, community organizations and surrounding communities

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.

• Must possess strong customer service skills, good judgment, and critical thinking skills
• Must have the ability to effectively communicate with vendors, staff, and clients, verbally and through written correspondence
• Must be able to prioritize daily workload and work independently, as well as within the team structure
• Must be able to handle deadlines
• Must be detail oriented and able to handle multiple tasks
• Must be resourceful and a creative problem solver
• Must be familiar with Microsoft Office and Zoom
• Must be proficient in speaking, reading, and writing English as this position requires interfacing verbally with the public, tenants, their peers, supervisors, and executives
• Works openly with others through honesty, integrity, and authenticity
• Advanced interpersonal and communication skills, working collaboratively and influencing others by sharing ideas in a constructive and positive manner; able to address problems and issues constructively to find mutually acceptable and practical business solutions
• Clearly communicates and holds self and others accountable by owning issues, solving problems and continuously seeking and providing feedback, regardless of source
• Creates outstanding customer loyalty with both internal and external customers by delivering on our commitments of being genuinely helpful and providing the highest value of service

Education & Experience:

• Experience in property management or a closely related field is preferred
• A high school diploma or equivalent work experience is required

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.

• Work schedule: Sunday – Thursday
  Hours: 8am – 5pm
• Must be able to lift 25 lbs
• Must be able to sit for extended periods of time
• Must be able to perform thorough site inspections of facilities on foot
• Must have finger dexterity for typing/using a keyboard
• Work is performed in a variety of environmental conditions, with exposure to outdoor temperatures, weather variations, traffic and equipment noise, equipment vibrations, vehicle and/or chemical fumes, chemicals such as cleaning solvents and grease, machinery and their moving parts and dust
• The work environment characteristics are small office conditions at an onsite facility
• Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time
• Must work effectively with co-workers, clients 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; and; respecting the diversity of our workforce in actions, words and deeds
• Occasional evening and weekend meetings/events may be required
• Hours over and above normal office hours may occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs
• Consistent and regular attendance is required

Tools & Equipment Used:

• General office equipment

Travel:

• As it will be necessary to drive to different locations, position must have a valid California Driver’s License and State mandated vehicle insurance

What We Offer:

• Medical, dental, and vision plans (full time and those working 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.

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.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

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 View email address on click.appcast.io.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at View email address on click.appcast.io; we will respond in accordance with Local Law 144, within 30 days.