Onsite Director of Facilities (Fairbanks Ranch)

Role: Onsite Director of Facilities

Location: Rancho Sante Fe, CA

Community: Fairbanks Ranch

Pay Range: $80,000 to $100,000 yearly (based on education and experience)


Job Type: Full Time

Company Summary

RealManage Elevated Onsite is a division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of RealManage and its CiraConnect division. The RealManage Elevated Onsite professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry.

RealManage Elevated Onsite is a values-based company with the following values as our guiding principles:

• Integrity: we always do the right thing.
• Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning, and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.

Join RealManage Elevated Onsite fast-growing team where energy, teamwork, innovation, and contribution are highly valued.

Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities.

RealManage has earned the prestigious Certified™ recognition from Great Place to Work ®, a global authority on workplace culture, employee experience, and leadership excellence. This accolade is a testament to the positive feedback from our employees about their RealManage experience.

Fairbanks Ranch is one of Rancho Santa Fe's most family-friendly luxury home neighborhoods with community amenities and 24-hour guard-gated security. Fairbanks Ranch was originally owned by Douglas Fairbanks and Mary Pickford. The custom-built homes range from 3,500 to 16,000 square feet on well-manicured, mostly 1-acre lots. Fairbanks Ranch features a clubhouse, lake, tennis courts, and an equestrian center.

Just down the street is the Fairbanks Ranch Club, which is a resort-style property that offers the ultimate in hospitality and healthy living-from championship golf and tennis, to our brand-new outdoor pool and "Field of Dreams" sports complex. Skip the indoor gym and discover this one-of-a-kind club that captures everything there is to love about life in sunny Southern California!

Role Summary

The Onsite Director of Facilities is responsible for planning, organizing, and directing the activities related to building maintenance and common area maintenance. Assisted by the Assistant Director of Facilities, if any. The Director is also responsible for the day-to-day field supervision of assigned employees to make the most effective and efficient use of skills, facilities, and equipment available.


Responsibilities

Budget Preparation/Management

• Formulates and operates the maintenance annual operating budget. Duties include budget preparation, meeting with the General Manager, committees, and Board of Directors on maintenance and construction budgetary items.

Administration/Contract Negotiation

• Administration of landscape, building, and lake management, contract specifications, and review of all work performed by maintenance staff and contractors.
• Create Request for Proposals (RFP) and obtain at least 3 proposals, when possible, from outside contractors and supplies
• Negotiations for association services and projects, which include landscaping, waste removal, gate maintenance, lake and dam management, utilities, uniform services, and all products and materials necessary to run landscape and maintenance operations for the Association

Board and Committee Responsibilities

• Attend meetings as directed by the General Manager and/or the Board of Directors
• Attend staff meetings

Supervision of Association Maintenance Staff

• Oversees the Association maintenance staff
• Provide training, oversee safety programs, and abide by all federal, state, and county employee regulations
• Interpret and implement OSHA requirements
• Create and implement pesticide safety training programs
• Designated and responsible as the Dam Emergency Action Plan Coordinator

Management of Association Maintenance Program

• Initiation and implementation of Association maintenance programs- including building, lakes, roads, and landscaping
• Oversee and develop preventative maintenance programs for Association equipment- including trucks, tractors, water pumping stations for irrigation and water features, as well as numerous pieces of small maintenance equipment
• Develop and oversee preventative maintenance programs for the Association building, roadways, clubhouse, equestrian centre, racquet courts, and lakes.

Homeowner Communication

• Submit pertinent articles for the monthly manager's report for the Board of Directors and newsletter
• Communicate to property owners concerning major projects- such as roadwork, weed abatement, etc.
• Listen to and address all Resident suggestions and complaints- both formal and informal
• Maintain the Resident complaint and comment log

Risk Management

• Ensure all Association vendors, suppliers, and contractors provide proof of insurance with additional insured designation- including workers' compensation verification
• Work with Fire Marshals, Inspectors, and Consultants to identify and decrease potential Association liabilities
• Be available on-call 7 days per week, 24 hours per day for emergencies

Landscape Management

• Coordinate all operations relating to the landscape maintenance of 1240 + acres of Association property and 16 + acres of county right-of-way along San Dieguito RD.- Including pesticide, fertilizer, growth regulator, and herbicide application
• Oversee irrigation system changes, including irrigation pumps, controllers, and valves

Lake Management

• Direct research, development, and implementation of a Lake Management program
• Work with consultants to interpret information and recommend Lake Management responses, as well as future projects
• Conduct lake-monitoring tests and interpret lab and field-testing information
• Oversee Lake Maintenance procedures
• Must agree to obtain and maintain a valid California qualified applicator's license in aquatics

Purchasing

• Purchasing building, lake, and landscape maintenance supplies
• Negotiate prices and discounts for vendors
• Purchases exceeding $500 for unbudgeted and budget items require the General Manager's approval

Disclaimer

This description is not intended to be an exhaustive list of duties. Responsibilities may evolve based on Board direction and community needs. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position.

• Must be bilingual (English-Spanish)
• Exceptional verbal and written communication skills with a track record of multi-tasking, problem-solving, and work prioritization.
• Ability to work with a diversity of people.
• Facility maintenance office management experience required.
• Excellent oral and written communication skills.
• Write letters and emails using proper spelling, grammar, and punctuation.
• Work independently and collaboratively on assigned tasks.
• Demonstration of detail-oriented proofreading and editing skills.
• Demonstration of high-level proficiency with the current version of MS Word, Excel, Outlook, and PowerPoint.
• HOA facility management service experience preferred.
• Demonstration of detail-oriented proofreading and editing skills.
• Demonstration of high-level proficiency with MS Word, Excel, and Outlook.
• Highly organized and dependable with progressive experience in performing a wide range of maintenance, management and administrative tasks.
• A friendly and polite individual who is known to work collaboratively to attain goals and mission of Fairbanks Ranch Association.
• Reports to and takes direction from the General Manager.
• Evening, holiday, or weekend hours may be required.
• Works for the betterment of the Association.
• CFM and FMP Certifications are a plus.
• QAL certification preferred, or willingness to obtain certification within 90 days of start date. Must successfully pass the following assessments:
  • Rules and Regulations
  • Aquatic
  • Landscape Maintenance

Physical Requirements

• Ability to stand and walk for extended periods throughout the workday.
• Ability to climb stairs, ladders, bend, stoop, kneel, crouch, or reach frequently.
• Ability to lift, carry, push, or pull objects up to 50 pounds regularly and occasionally heavier with assistance.
• Manual dexterity to operate tools, equipment, and machinery safely.
• Visual acuity to inspect equipment, read gauges, and perform detailed tasks.
• Hearing ability to detect alarms, equipment sounds, and verbal instructions in noisy environments.
• Ability to work in varying environmental conditions (heat, cold, dust, noise, outdoors).
• Ability to wear and use appropriate personal protective equipment (PPE).
• Ability to work varying schedules, including evenings, weekends, on-call, and overtime as required.

Pay and Benefits

$80,000 to $100,000 yearly, depending on education and experience.

Benefits Include

• Medical Insurance - The company will pay the premium for the Employee Only Tier on the HSA plan
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High-Deductible Medical Plan to be eligible)
• FSA account for health-related expenses
• FSA account for dependent care expenses
• Education Reimbursement for industry-related classes
• 401 (k) match after 1 year
• Employee Assistance Program (EAP)
• 9 paid holidays and 2 floating holidays

EEO & Values Statement

RealManage is a values-based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.