Position: Assistant Facility Administrator

Reports to: Sr Community Manager

Location: Lake Elsinore, CA

Salary Range: $21.75-$23/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 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.

The Company

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

WHY WORK FOR US?

At FirstService Residential, we're all about our associates and are always looking for passionate, dedicated individuals to join our team. We employ people across a range of occupations and offer benefits for both full and part-time employees.

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

JOB SUMMARY

This position is responsible to provide operation, project and administrative support to the Facilities Business Unit, which includes the Document Management Center and Front Desk. This position serves as the primary administrative support to the AVP of Facilities as well as supporting the Facility staff, the Front Desk and Document Management Center Manager and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.Tasks associated with support may include but are not necessarily limited to;

• Completes a monthly review and audit of the FirstSource public and private web pages.
• Coordinates messenger service(s) and outgoing mail for AVP Facilities, when necessary.
• Entry of data in support of company client-accounting efforts, including corrections to data, responding to questions and performance of quality control checks with ability to troubleshoot errors for process improvement discussions and execution.
• Absolute accuracy and timeliness required in this task.
• Responsible for setting up files and filing for the department, as required (both electronic and paper).
• Proofreads all correspondence as requested.
• Assists the DMC Manager with special assignments which may include copying, stuffing envelopes, scanning, proof-reading and other such work.
• Assists AVP of Facilities with special assignments such as annual business plan updates, Budget planning & preparation, Capital Expenditure submissions, Senior Management, Executive Council and Community Management Council presentations, etc., as requested or as needed.
• Follows-up with IT issues as directed and as needed.
• Returns phone calls as needed for Facility support including the tracking and filing of “cold calls” relating to facility vendors.
• Retrieving and sorting mail for AVP, Facilities on a daily basis.
• Scheduling meetings and calendar management for AVP, Facilities and Facility Manager/DMC Manager as requested.
• Preparing agendas, sending meeting notifications, following up with meeting reminders, confirming reservation of meeting location, providing directions to the meeting location, providing refreshments, ensuring necessary supplies and equipment are in place.
• Taking of minutes and documenting action items of meetings. Minutes and action items are to be distributed to meeting attendees within four (4) working days of meeting.
• Tracking of action items as generated at meetings to ensure timely completion.
• Prepare documents for signature as needed, including the execution of facility office space leases and lease extensions.
• Maintains department schedules as needed.
• Prepares semi-monthly payroll for Staff directly supervised by AVP, Facilities and Facility Manager.
• In support of AVP Facilities and Facility Manager, covers absence for vacation, illness, etc., assists with the response and/or distribution of forwarded e-mail and voicemail messages, as appropriate, to others for follow-up.
• Processes vendor invoices, PAFs, reimbursement, mileage and expense forms for payment as directed by AVP Facilities and Facility Manager. Follow up on invoice issues (late payment, no payment) with vendors.
• Assist AVP, Facilities with Vendor Management responsibilities/tasks.
• Assist AVP, Facilities with Safety/Security management responsibilities/tasks.
• Assist AVP, Facilities in the coordination and planning of all regional office relocations or new office openings including arrangement of flights, hotels, rental cars, ordering of supplies & equipment, assistance with moving company and the furniture company as well as processing of invoices, reimbursements, mileage and other forms. Relocations are planned well in advance of need and are executed in support of regional office business need as a part of the annual review of business plans and budgets for the upcoming year.
• Coverage of the Front Desk position and all related duties, while the Receptionist is out of the office and on breaks, in meetings or participating in training.
• Assist the DMC staff in covering the Copy Shop Desk (receipt of packages, assistance with clients, sorting of incoming mail, and packaging of outgoing mail).
• Occasional driving required for purchase of meals, coordination of small deliveries, trips to the post office or meeting event planning support.

Facility Administrative Functions:

• All administrative assistants will be cross-trained in each specific area in order to support the Facility Team as a whole.
• Assistance and /or participation in the coordination, planning and implementation of any team or department related events and functions.
• Coordinate travel for the AVP, Facilities
• Assistance in the coordinating of all office relocations and the creation of new regional offices and resulting construction as directed, including, but not limited to:

Corporate and Industry Involvement:

• Collaborates with FirstService Residential personnel with regard to policies and procedures affecting shared data on behalf of Facility Department as requested.
• Collaborates with various parties with regard to Facility Department internal and external committee/industry participation.

SUPERVISORY RESPONSIBILITIES:

• None

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.

• Must be proficient with Microsoft Office, Outlook, Word, Excel, Nuance PDF Professional, Publisher, Project Management software and PowerPoint.
• Must be proficient with Internet Explorer and be comfortable navigating the internet via various search engines.
• Excellent written and verbal communication skills including excellent listening skills.
• Must work effectively with co-workers, customers and others by sharing ideas in a constructive 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 mutual acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and respecting the diversity of our work force in actions, words and deeds.
• Must be able to keep items in total confidentiality.
• Must be an efficient manager of change and be able to shift gears quickly in the course of any project or task if asked to do so, or if the business need demands it.
• Must be able to work well under pressure and meet deadlines.
• Must be able to manage, handle and prioritize a variety of multiple tasks, expressing a pleasant and respectful demeanor to all co-workers, vendors and clients at all times, regardless of the level of stress encountered.
• Must display strong accuracy, (including accuracy in grammar, spelling, punctuation), along with attention to detail and organizational skills.
• Must be able to maintain focus while seated at a desk in a busy, noisy environment consisting of equipment including several copy machines, a mail opening/cutting machine, a laminating machine outgoing postage/stamping machine. The physical location of the desk for this position is located within the Document Management Center (“The Copy Shop”). There is a lot of traffic, consisting of incoming couriers, delivery personnel and associates, who utilize this area and who will be talking and asking questions of the Copy Shop personnel. Note: The noise level in this environment does not meet OSHA minimum requirements for hearing protection.
• Must be “at ease” in a variety of situations ranging from communicating with sub-contractors and vendors in support of office construction to verbal and written communication in support of executive leadership meetings/discussions.
• Must be comfortable taking charge at the Front Desk while remaining calm and professional at all times, even when dealing with upset clients.
• Must be a team player, be an independent thinker, yet encourage collaboration.
• Must dress professionally at all times. The minimum style of dress is “business casual”. No outdoor style coats are allowed to be worn while covering the Front Desk area.

EDUCATION and/or EXPERIENCE:

• High school education.
• College education a plus.
• Prior experience as an administrative assistant or similar position required.

LANGUAGE SKILLS:

• Proficient in English.
• Bilinguala plus.

MATHEMATICAL SKILLS:

• Good, basic general math skills.

REASONING ABILITY:

• Excellent reasoning ability.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid California driver's license and state mandated vehicle insurance.

PHYSICAL DEMANDS: 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 hear in order to receive telephone calls and voice mail messages
• Must be mobile enough to move around office in order to make copies, send mail and faxes.
• Must be able to handle multiple tasks.
• Must be able to stand and sit for long periods of time including sitting while keyboarding in front of computer terminal, at a reception desk, in a busy mailroom and standing at equipment while copying, scanning or filing documents and/or moving about the building.
• Must be able to lift 25lbs.
• Must have finger dexterity for typing/using a keyboard, sorting mail and filing.

WORK ENVIRONMENT: The majority of the work environment characteristics are typical of a reception area in a building lobby, a mail processing and document production office with occasional exposure to interior office renovations and interior office construction. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Consistent and regular attendance required.
• Must possess a valid California Driver's License.
• The associate must have access to and consistent use of a vehicle for transportation to run errands, attend meetings or industry events, etc.
• Based on business needs, some overtime hours and/or weekend hours may be required.

Disclaimer

The above information on 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.