Facility Administrator

Job Title: Facility Administrator

 

Reports to: Facility Manager

 

Location: Beaumont, CA

 

JOB SUMMARY: Supports a team of community management staff through timely completion of assigned administrative and project duties.

 

Work Schedule: Tuesday through Saturday - 8:30AM - 5:00PM

 

PERFORMANCE REQUIREMENTS include the following. Other requirements may be assigned.

 

• Take client calls and manage work order process, vendors, and client issues.
• Produce requested reports for board packets in a clean, orderly, and professional fashion.
• Provide "Buddy System" backup for assigned Buddy during absences.
• Consistent use and maintenance of Connect.
• Coordinate with assigned CM's to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.
• Review, input, separate and handle all mail for assigned CMs.
• Review and distribute assigned CM's In and Out Box/File daily.
• Fax and/or scan and email documents as requested by CMs.
• Update and generate all required association and management reports.
• Coordinate with Team Admin processing of all required minutes and newsletters.
• Coordinate all meeting logistics as required.
• Submit all charge-backs for association(s) monthly.
• Obtain bids for services and special projects and create RFP and comparison spreadsheets as requested by CM.
• Manage parking stickers, hang tags, pool keys, clubhouse reservations, web site, and safelisting for assigned properties.
• Act as backup when CM is on vacation, sick days, or out of office.
• Maintain community profile, portfolio, policy notebooks, association manuals and any annexation documents.
• Conduct occasional walkthroughs as agreed with Business Unit Leader not to exceed 6 hours/month.
• Organize and maintain all homeowner and administrative files & perform annual association file cleanout in accordance with company standardized hard copy and electronic system.
• Maintain an organized workspace according to company procedures.
• Change voice mail and apply out-of-office email greeting when out of the office.
• Greet walk-ins.
• Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential Standards of Operation.
• Manage client meetings, site visits, meeting follow-up and overall processes for addendum accounts as assigned.
• Make payroll entries each day in accordance with employee handbook.
• Must have reliable transportation and be able to drive to other work locations
• Other duties as may apply from time to time be required.
• Plan and facilitate events

 

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 the essential functions.

 

• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire and demeanor at all times.
• Maintain reliable transportation to assigned clients.
• Demonstrates effective communication skills consisting of oral, written and listening skills.
• Demonstrates problem-solving abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Must have minimum typing speed of 40 WPM.
• Must work effectively with co-workers, customers 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; addressing others by name, title or

 

other respectful identifier, and; respecting the diversity of our workforce in actions,

 

words and deeds.

 

EDUCATION And/or EXPERIENCE

 

• Must have a minimum of a GED or a High school diploma.

 

CERTIFICATES, LICENSES, REGISTRATIONS

 

• Valid Driver's License and State Mandated Vehicle Insurance

 

About Us:

 

FirstService Residential is North America's foremost property management firm. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties. We have expertise working with complex communities with large budgets and numerous amenities. In addition, we manage commercial associations and mixed-use developments, as well as multi-family and investor-owned rental and REO properties for institutional and private equity clients.

 

We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, apply today or join our community and learn more about FirstService Residential.

 

To learn more about our company and culture, please visit www.fsresidential.com/california

 

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, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.