Facilities CoordinatorThe 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/hrFirstService 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:This role requires work performed on one weekend dayCommunicate with community residents both verbally and in writing to answer questions, respond to issues or concerns, or share informationRespond to time-sensitive facility, common area, and landscape maintenance matters quickly and proficientlyResponsible to ensure walkthroughs of all facilities are completed weekly, and to direct responsible vendors for repairs in accordance with budget guidelinesResponsible for completion of applicable punch list itemsDispatch work orders and projects to vendors in a timely mannerPerform quality checks of tasks assigned to vendorsHave 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 functionEnsure application of all necessary safety procedures and legal compliance for the common areas and amenities, and that safety inspection reports are completed monthlyUpdate and keep Facility Maintenance manuals currentObtain bids for applicable services and projects and create RFP and comparison spreadsheets as requested by Facilities ManagerEnsure vendors meet all insurance requirements utilizing FirstService Residential's 3rd party software that certifies vendorsCoordinate maintenance repairs and project meeting dates, times, and eventsAssist residents (via calls, email, face-to-face) with the distribution of key access devices, room reservations, maintenance requests, and general questions pertaining to the CommunityResponsible 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 needsAttend and assist community events as requestedCoordinate with Facilities Manager to prepare monthly calendars for deadlines, reports, processes, and standing meetingsCreate required association and management reportsResponsible for administrative functions related to access key software and updating Connect, DwellingLive, and various Association platforms as neededCreate and coordinate neighborhood communications and mailings for maintenance repairs and projectsCoordinate and attend as requested designated meetings or functionsAssist Facilities Manager with administrative dutiesApply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughoutEnsure the representation of a positive organizational image to residents, business partners, community organizations and surrounding communitiesSkills & Qualifications:Must possess strong customer service skills, good judgment, and critical thinking skillsMust have the ability to effectively communicate with vendors, staff, and clients, verbally and through written correspondenceMust be able to prioritize daily workload and work independently, as well as within the team structureMust be able to handle deadlinesMust be detail oriented and able to handle multiple tasksMust be resourceful and a creative problem solverMust be familiar with Microsoft Office and ZoomMust be proficient in speaking, reading, and writing English as this position requires interfacing verbally with the public, tenants, their peers, supervisors, and executivesWorks openly with others through honesty, integrity, and authenticityAdvanced 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 solutionsClearly communicates and holds self and others accountable by owning issues, solving problems and continuously seeking and providing feedback, regardless of sourceCreates outstanding customer loyalty with both internal and external customers by delivering on our commitments of being genuinely helpful and providing the highest value of serviceEducation & Experience:Experience in property management or a closely related field is preferredA high school diploma or equivalent work experience is requiredPhysical 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 – 5pmMust be able to lift 25 lbsMust be able to sit for extended periods of timeMust be able to perform thorough site inspections of facilities on footMust have finger dexterity for typing/using a keyboardWork 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 dustThe work environment characteristics are small office conditions at an onsite facilityWork duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of timeMust 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 deedsOccasional evening and weekend meetings/events may be requiredHours over and above normal office hours may occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needsConsistent and regular attendance is requiredTools & Equipment Used:General office equipmentTravel:As it will be necessary to drive to different locations, position must have a valid California Driver's License and State mandated vehicle insuranceWhat We Offer:Medical, dental, and vision plans (full time and those working 30+ hours)Part time 20+ hours qualify for dental and vision