Facilities Coordinator

Job Overview:

The 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. They will have knowledge of all Terramor 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 Terramor Community Association and reports directly to the Facilities Manager.

Compensation: $26-28/hour

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 clients property, the salary or wage will also be premised upon the clients directive. The base pay range is subject to change and may be modified in the future.

Job Responsibilities:

Communicate with community residents both verbally and in writing to answer questions, respond to issues or concerns, or share information
Respond to time-sensitive facility, common area, and landscape maintenance matters quickly and proficiently
Responsible to ensure walkthroughs of all facilities are completed weekly, and to direct responsible vendors for repairs in accordance with budget guidelines
Responsible for completion of applicable punch list items
Dispatch work orders and projects to vendors in a timely manner
Perform quality checks of tasks assigned to vendors
Have 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 function
Ensure application of all necessary safety procedures and legal compliance for the common areas and amenities, and that safety inspection reports are completed monthly
Update and keep Facility Maintenance manuals current
Obtain bids for applicable services and projects and create RFP and comparison spreadsheets as requested by General Manager
Ensure vendors meet all insurance requirements utilizing FirstService Residential’s 3rd party software that certifies vendors
Coordinate maintenance repairs and project meeting dates, times, and events
Assist residents (via calls, email, face-to-face) with the distribution of key access devices, room reservations, maintenance requests, and general questions pertaining to the Community
Responsible 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.
Support Lifestyle Team events by meeting and understanding needs for maintenance and janitorial and additional event-related facility needs
Attend and assist community events as requested
Coordinate with security vendor to ensure all policies and procedures are being followed
Work closely with the security team to ensure daily enforcement within the community
Create required association and management reports
Responsible for administrative functions related to access key software and updating Connect, DwellingLive, and various Association platforms as needed
Create and coordinate neighborhood communications and mailings for maintenance repairs and projects
Coordinate and attend as requested designated meetings or functions
Manage the facility’s daily operations and provide support to staff as needed
Collaborate with the Design Review Coordinator to assist with Enforcement Hearings and other related tasks
Apply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughout
Ensure the representation of a positive organizational image to residents, business partners, community organizations and surrounding communities.

Skills & Qualifications:

Must possess strong customer service skills, good judgment, and critical thinking skills
Must have the ability to effectively communicate with vendors, staff, and clients, verbally and through written correspondence.
Must be able to prioritize daily workload and work independently, as well as within the team structure
Must be able to handle deadlines and pressure of the position
Must be detail oriented and able to handle multiple tasks
Must be resourceful and a creative problem solver
Must be familiar with Microsoft Office and Zoom
Must be proficient in speaking, reading, and writing English as this position requires interfacing verbally with the public, tenants, their peers, supervisors, and executives
Works openly with others through honesty, integrity, and authenticity
Advanced 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 solutions
Clearly communicates and holds self and others accountable by owning issues, solving problems and continuously seeking and providing feedback, regardless of source
Creates outstanding customer loyalty with both internal and external customers by delivering on our commitments of being genuinely helpful and providing the highest value of service

Education & Experience:

Experience in property management or a closely related field is preferred.
A high school diploma or equivalent work experience is required.

Physical 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.

Desired work schedule: Monday – Friday
Must be able to lift 25 lbs.
Must be able to sit for extended periods of time.
Must be able to perform thorough site inspections of facilities on foot.
Must have finger dexterity for typing/using a keyboard
Work 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 dust
The work environment characteristics are small office conditions at an onsite facility
Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time
Must 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 deeds
Occasional evening and weekend meetings/events may be required
Hours over and above normal office hours may occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs
Consistent and regular attendance is requirement

Tools & Equipment Used:

General office equipment

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.

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