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FirstService Residential · 2 weeks ago

Facility Administrator

Chino, CA

Full-time

Onsite

New Grad, Entry Level

$19/hr - $20/hr

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. The Facility Administrator will support community vision and philosophies, ensuring quality of life and physical environment for residents while managing various administrative tasks and community events.

Property ManagementReal Estate

Responsibilities

Take client calls, manage work order process, and open call logs, interact with vendors, and resolve client matters. Handle questions or calls from board members, homeowners and vendors, or refer to the appropriate staff member for assistance

Act as the front desk liaison to ensure all residents/guest inquiries are directed to the appropriate associate and/or department

Receive and process new owner registration/tenant forms and create new access cards

Monitor and oversee the master community event and activities calendar and ensure accuracy for posting on the community kiosks and website. (i.e. facility room reservations and administrative duties.)

Manage Clubhouse rentals, conduct Clubhouse walkthroughs and process rental deposits and payments

Communicate with members on the policies and guidelines pertaining to community room rentals, space, and equipment

Assist with enforcing the policies and procedures of the Heritage Lake Master community. Report any issues to the General Manager and/or Facility Supervisor

Maintain vendor relations and compliance and ensure that service standards are maintained

Update and produce requested reports for board packets in a clean, orderly, and professional fashion within timeline provided by GM/FS and/or Supervisor

Participate in scheduled Committee meetings related to the social and recreational needs of community residents

Record and maintain activity progress notes and owner attendance during events and activities

Create and implement survey tools and processes to identify resident interest for community event activities and recreational programs

Communicate with supervisor and staff on all logistics involved for each event and stating the role each person is responsible for and follow through with meeting needs

Monitor monthly expenditures of all community events, activities, recreational programs, etc. to ensure management of expenses, accurate coding and compliance to budget limits

Promote the community’s current and upcoming events via newsletter, e-Blast and advertisements within the community

Handle and manage community’s social media Facebook account and community website to keep Homeowners informed

Create monthly community newsletters, event flyers, and signs for the facility and community, as needed

Attend and participate in Association Board meetings as required

Manage the maintenance and cleanliness of rooms, furniture and equipment used for each venue; both pre and post events

Order and stock materials and supplies as well as maintain accurate inventory for each event and office as needed

Perform general office duties (i.e. retrieve and distribute mail, document filing, correspondence, etc.)

Upkeep and maintain the work areas including the office, conference room, break and stock room, in a neat and orderly fashion

Adhere to FirstService Residential guidelines, Core Values, and Global Service Standards

Perform any range of special projects, tasks and other related duties as assigned by the supervisor, General Manger

Qualification

Event CoordinationCustomer ServiceMicrosoft Office SuiteCommunication SkillsOrganizational SkillsProfessionalismMeet Deadlines

Required

Ability to work under tight deadlines and consistently meet deadlines

Exhibit professionalism, professional attire, and demeanor at all times

Demonstrates effective communication skills consisting of oral, written and listening skills

Excellent customer service background/skills

Demonstrates organizational skills and ability to independently prioritize daily workload

Event Coordination

Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, Publisher, CANVA, Teams, Zoom, and Power Point

Must have a minimum of a GED or a High School Diploma

Must have a customer service background and administrative experience

Must be able to lift 25 lbs

Must be able to sit for extended periods of time

Must have finger dexterity for typing/using a keyboard

Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients

Valid California Driver's License and State mandated vehicle insurance, and registration

Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance

Ability to work late into evenings as required for board meeting attendance