Facilities Administrator (CA)

Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary

Ensure the smooth day-to-day operations of the on-site facilities by supporting the Assistant General Manager and other staff. This includes overseeing the maintenance of facilities, common areas, parks, and streetscape, and performing on-site administration and customer service tasks. The Facilities Administrator plays a key role in meeting Playa Vista Parks and Landscape Corporation (PVPAL) goals and objectives. Responsibilities include maintaining the community's common grounds and facilities, providing recreational administrative support, and assisting with customer service. Additionally, the Facilities Administrator will uphold the community’s aesthetics as directed by the Board and ensure the highest level of service is provided to PVPAL.

Essential Duties And Responsibilities

• Perform a daily inspection of the Facilities, documenting and preparing a punch list and/or work orders for all associates and contractors accordingly.
• Follow-up weekly on all outstanding facility related work orders involving all vendors, including but not limited to engineering, lighting and landscape.
• Ensure maintenance of PVPAL Low Speed Vehicle (LSV) fleet is being performed and documented in accordance with PVPAL requirements and lease agreements (if applicable).
• Responsible for checking building/facility equipment is operating normally (i.e. programming of HVAC system).
• Monitor and report violations of PVPAL Guidelines as needed.
• Perform pre and post-inspections of Park and Facilities for scheduled events and/or reservations.
• Provide input regarding maintenance, repairs, purchases or policies that may benefit PVPAL fiscally, decrease liability, or enhance resident satisfaction.
• Perform all facility related administrative duties assigned by Assistant General Manager.
• Assist with monthly management reports for presentation to the Board of Directors (Management Report, Work Order Report, etc.).
• Manage all customer service calls and related work orders in accordance with established Seabreeze and PVPAL procedures.
• Monitor facility usage and be familiar with rental requests, inspections, reservation calendars and coordinate with appropriate patrol personnel and maintenance team as needed.
• Perform regular inspections of all parks and common areas, documenting and preparing punch lists and/or work orders for all contractors accordingly.
• Assist Resident Relations Specialist personnel during busy times with incoming resident traffic, access control programming, tenant and lost key fob changes, phone calls, and with resident/guest inquiries.
• Present invoices to Assistant General Manager in a timely fashion for payment.
• Assist with the coordination of all PVPAL events/activities, including facility set-up and breakdown duties, when necessary.
• Assist with the coordination of and attend designated PVPAL meetings or functions as requested.
• Assist with updating and organizing all PVPAL project files and maintenance manuals as needed
• Participate in all Seabreeze related training and meetings as requested.
• Attend all Seabreeze and PVPAL mandatory functions.
• Comply with Seabreeze and PVPAL policies and procedures.
• Perform any other duties as assigned.
  
  

Requirements

Knowledge, Skills and Experience

• Strong customer service skills are necessary as this position has face to face interactions with clients both resident and vendor.
• Ability to walk extensive slope and/or flat association areas and visually inspect landscape and building areas to ensure proper maintenance.
• Ability to independently answer and place telephone calls.
• Excellent communication skills, both verbal and written, with the ability to develop thorough and concise written communications.
• Outstanding administrative, time management, and organizational skills, with the ability to multi-task.
• Must be proficient with Microsoft Office, and Excel. Must be able to work on a computer and input information into databases and spreadsheets and prepare correspondence.
• Must have reliable transportation in order to drive through the community, attend work, and meetings. It is required that employee give proof their vehicle insurance policy
• Must be able to handle pressure and deadlines as they relate to the job.
• Must be flexible, calm and able to handle difficult clients and/or personalities with strength and professionalism.
• Strong ethical practices.
• Previous work experience in a customer service and facilities maintenance desired.
• Must demonstrate good judgment and critical thinking skills
  
  

Minimum Education

High School diploma or equivalent.

College degree preferred

Language Skills

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both verbally and in writing.

Availability

This is a Sunday through Thursday position

CERTIFICATES, LICENSES, REGISTRATIONS

Valid California state driver’s license and state mandated insurance required

WORK ENVIRONMENT

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. Consistent and regular attendance is required. The work schedule of this position will require, from time-to-time, hours over 8 in a day and 40 in a week, evening meetings, possibly weekends and holidays.

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact us at Vy Nguyen at (949) 334-8166.