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Job Description

Position: Facility Administrator (part time weekends required)


Reports to: General Manager 


Location: Fontana, CA


JOB SUMMARY:  To be a believer in and an active supporter of the community vision and philosophies, and FirstService Residential's commitment to client, staff and community. As a result of job performance, to be responsible for community and board support, and the advancement of the community in terms of its quality of life and physical environment.


Schedule: Friday-Sunday 9:45 am – 6:15 pm

PERFORMANCE REQUIREMENTS  include the following. Other requirements may be assigned. Continual process of seamless connection between residents, board of directors, the developer and the city and provides excellent customer service to all. Demonstrates excellent customer service skills. Is pleasant, courteous, and professional in demeanor including professional attire. Maintains the reception area in a clean and orderly fashion at all times. Provides quality level of service to all customers. Is timely, thorough and responsive. Follows through to resolve problems promptly and professionally per FirstService's 24-hour standard. Demonstrates organizational skills and time management abilities; ability to independently prioritize daily workload. Conducts daily inspections of the facility and provides a written report of any maintenance needs to the Community Manager. Provides constant input to the Community Manager for changes in maintenance, repairs, purchases or policies, which may decrease liability, enhance homeowner satisfaction or benefit the association fiscally. Periodically, straighten out pool furniture, move items found in walkways and pick up any trash in and around pool area and/or common area. Works with Community Manager to obtain proposals and prepare Board Meeting Reports for projects. Reviews Reserve Study and is aware of remaining lifespan of association reserved items. Ensures that café is fully stocked and clean at all times, checks and prepares coffee as needed to be available at all times. Answers phone immediately, or advises fellow associates when they are unable to do so. Checks mail daily when scheduled. Sorts and distributes mail accordingly. Handles customer service calls and issues related work orders, in accordance with established procedures. Follows up to ensure item is completed and closes out the work order in a timely manner with notes. Is able to answer general questions pertaining to the Community. If an answer is unknown, provides willingness to find the answer within a reasonable timeframe and provide feedback to the inquirer. Performs homeowner registrations and distribution of key fobs and gate remotes; ensures requirements are met and necessary documentation is received. Scans registrations and documentation to homeowner files in Connect. Updates PaperCut and Brivo software with new resident information. Performs room reservations, room rental deposits/refunds, guard requests, and issues rental questionnaires. Creates room rental schedules on a weekly basis and distributes/posts accordingly. Works with co-workers as assigned to assist in the coordination of events, programs and clubs (i.e. creates flyers, posts notices etc.). Providing additional staff support by working events is a requirement. Must have general knowledge of HOA Governing documents and be able to enforce as necessary while maintaining a respectful and professional demeanor. Must have general knowledge of FSR Core Values, Global Service Standards, and Mission Statements. Works with fellow staff members to ensure all functions and projects are completed effectively and efficiently. Understands basic knowledge of the Architectural Process and is able to answer questions confidently and review plans to see if they complete/incomplete in order to assist. Understand basic knowledge of Enforcement Review and is able to answer questions confidently, look up violations in Connect, and provide basic information to residents that have access to this information in order to assist. Apply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughout. Follows quality system procedures. Is able to perform opening and closing procedures efficiently, with little to no supervision. Attends all FirstService Residential company mandatory functions and complies with all FirstService Residential company policies and procedures. Other duties as assigned.


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. Must be literate and articulate in written form in order to prepare correspondence. Must be able to sit for long periods of time at the front desk with a pleasant disposition to greet clients and guests cordially. Must be able to handle multiple tasks. Must be able to handle pressure and deadlines related to the job. Must be able to deal with difficult residents and remain professional at all times. 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. Must posses some business/customer service experience. Excellent, effective, and diplomatic oral and written communication skills. Motivates others around them and increases the sense of optimism within the team through their demeanor, actions and communications. Detail oriented with a high level of accuracy. Ability to multi task effectively and efficiently with strong organizational skills. Outstanding computer skills to include: heavy word processing using Microsoft Word (40 wpm+), spreadsheets using Microsoft Excel. General database entry and maintenance preferred. Forward thinking, proactive, and able to provide creative alternatives for problem solving. People/community oriented -- represents the vision of the Shady Trails Community Association. Must have use of a vehicle; possess current driver's license and state-mandated vehicle insurance.

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

Must have a customer service background and administrative experience.

Proficient in English.

Strong general math skills.

Must be resourceful and a creative problem solver with strong ethical practices. Ability to determine next level involvement for problem resolution. Must demonstrate good judgment. Ability to think and work independently as well as part of a team. Must maintain a professional demeanor and not perpetuate rumors or innuendos that can affect the morale of the office or the client. Must know the difference between information that can be shared with co-workers, vendors and clients, and confidential information that should only be addressed with Community Manager.

Valid Drivers License and State Mandated Vehicle Insurance

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 mobile enough to move around office in order to use office equipment. Must be mobile enough to walk the facilities, including up and down stairs and exterior pool, landscape, parks and recreational areas. Must be mobile enough to move around during outside events, stand for long periods of time and
lift up to 25 pounds. Must be able to hear in order to receive telephone calls and voice mail messages. Must be able to respond to requests and communicate to staff, coworkers, clients, and vendors; talking and hearing occur continuously in the process of communication. Associate is required to work at a personal computer in a sitting position for extended periods of time, as well as talking on the phone for extended periods of time. Must have finger dexterity for typing/using a keyboard.

The work environment characteristics are office conditions at an on-site community. Being outdoors regularly in order to inspect the common area/facilities, provide customer service to residents, and to provide support staff for events/activities is also a requirement. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Position is part-time, weekends required. Subject to change depending on business needs. Consistent and regular attendance required.


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.


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