Assistant Facilities Manager

Job Overview:

The Assistant Facilities Manager is an active supporter of the community and FirstService Residential’s commitment to service. This position directly supports and reports to the General Manager and oversees, among other tasks, maintenance of the amenities and common areas and scheduling, processing, and recording. This is a working supervisory position tasked with the work order system, overseeing the vendors, recording of data and reports, and responding to customer care matters.

The main objective is keeping landscape, buildings, and common area facilities in perfect operating condition at all times. Duties also include performing routine maintenance and violation inspections, notifying vendors of needs for repairs and cleaning debris from common areas, manage maintenance budgets and reserve items. Duties also include Club House reservations, Park reservations, and overseeing of janitorial staff with cleaning floors, shampooing rugs, washing walls, and glass, cleaning tiles including showers / restrooms and removing trash as needed. An essential component of this job is maintaining a good relationship with residents, vendors, as well as staff and other company personnel is essential.

Compensation: $75,000 to $80,000

FirstService 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:

• Work closely with the Facilities Director to plan and implement strategic plans, goals, and objectives concerning landscaping, Club House, amenities, pools, parks, and common areas.
• Manage all agreements/contracts to ensure all are executed and implemented appropriately.
• Ensure compliance to association policies, rules, and compliance with corporate, civil code, State and federal obligations are being met.
• Responsiblity to ensure all vendors are compliant and maintenance and the expected service is being provided.
• Responsible for all billing and invoice processing in accordance with FirstService Residential.
• Meeting daily for FirstCall team meetings where action items and inspection form(s) will be reviewed.
• Meeting weekly with the Facilities Director to go over reporting, fiscal and physical plant operations as needed.
• Responsible for providing to the Facilities Director Monthly transcribed digitally reports to include but not limited to Parks, Pools, Spas, Club House, Janitorial, Landscape, Incident, and common areas,
• Oversee code compliance and enforcement and ensure policies are properly implemented and proper records are maintained. In particular but not limited to pool health standards, play structure safety standards, landscape maintenance including spraying and tree care etc. and general maintenance repairs, for example concrete repairs and stone wall repairs community wide.
• Oversee subcontractors’ adherence to scope of work and specifications and that work is completed in accordance with client standards and contracts etc.
• Provide written and oral reports as requested. To include request for proposals, bid summaries and reports. This is an essential part of this position.
• Assess and monitor community needs: identify opportunities for improving service and the condition of common area amenities.
• Actively manage customer and staff problems and issues, making appropriate decisions consistent with company policies, procedures, and practice.
• Recommend, develop, and roll-out any programs or initiatives which would increase operational effectiveness, efficiency, and cost reduction.
• Attend and participate in professional group meetings. Stay abreast of latest trends and innovations in the fields of community management and community programming
• Spearhead and oversee reserve items including request for proposals, bid summaries, reporting, and any capital improvement projects.
• Schedule and attend weekly and monthly staff touch base and staff function meetings.
• Assist in annual budget and reserve preparation and ensure adherence to approved budgets.
• Participate in reviewing association policies on an ongoing basis to ensure compliance with civil code, declaration, and other requirements of governing institutions.
• Have the ability to keep the association on track on behalf of the Facilities Director in their absence.
• Comply with company policies and procedures.
• 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 respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds
• Will be responsible for scheduling and documenting maintenance procedures for all facilities.
• Maintain inventory each day, including additional equipment needed for specific jobs or tasks
• Take the initiative to act without need for prompting. Recognize and address maintenance standards and problems quickly and decisively.
• Responds to emergencies; coordinates activities with other responders; directs the work of staff and utilization of resources to affect repair and ensure the safety of the community.
• Completes regular community and amenity inspections and prepares status reports, daily and monthly.
• Manages maintenance logs
• Participate in the establishment and implementation of a systematic preventive maintenance program.
• Perform various preventative maintenance functions
• Setup, arrange and remove decorations, tables, chairs, to prepare facilities for events such as board meetings at the Club House etc.
• Ensure all safety precautions, requirements, and standards are followed.
• Be courteous and pleasant to residents, Board and committee members, vendors, and co-workers at all times.
• Perform related duties and responsibilities as required.
  
  
  

Skills & Qualifications:

• Strong leadership and team building skills.
• Ability to manage multiple priorities and vendors.
• Excellent communication skills
• Promotes collaboration, Homeowners, or Visitors through written and verbal correspondence.
  
  
  

Education & Experience:

• High school diploma or equivalent required; college preferred.
• Has a minimum of 3-5 years of successful management experience. Preferably homeowner Association(s).
• Technology literate. Proficient in Excel and Word
• Displays strong written skills to be able to publish appropriate documentation as directed to create the legacy for the association, particularly in the area of administration.
• Be well spoken to instill confidence in the residents that reside within the community as well as the public that may interact through designated programs and issues.
• Understands the bidding (RFP) process.
  
  
  

In brief, the following qualities are of necessity for this job position:

• Management decision-making capabilities and leadership skills.
• Strategic planning capabilities.
• Has a proven track record working with volunteer committees and elected or appointed Board(s) of Directors.
• Has business/management experience.
• Demonstrates professional client interaction.
• Demonstrates effective oral and written communication skills.
• Comprehension and attainment of all areas of the following skills: financial, written, verbal, negotiations, thoroughness, procedural comprehension, and compliance.
• Excellent problem solver and demonstrates the ability to use creative alternatives.
  
  
  

Physical Requirements and 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.

• Must be able to lift 25lbs.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to sit for lengthy periods of time at a desk.
• Must be mobile enough to move around the office.
• Must be able to move about the community including standing on hard surfaces for prolonged periods of time and walking on uneven surfaces.
• Talking & hearing occur continuously in communicating with guests, supervisors, and other associates.
• Must be literate and articulate in written form in order to prepare correspondence.
• Must be able to handle multiple tasks, pressure, and deadlines.
  
  
  

Schedule and operating hours may be altered to meet client demands and are subject to change. May be required to work overtime as needed and approved by supervisor. There may also be occasions when it will be necessary to work various holidays and/or weekends.

Tools & Equipment Used:

• Have reliable transportation, a current California driver’s license, and the current state mandated vehicle insurance.
  
  
  

What We Offer:

• Medical, dental, and vision plans (full time and part time 30 hours)
• Part time 20 hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Verizon discount
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account
  
  
  

About Us:

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.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

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

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

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. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.