Facilities Manager

Job Overview:

The Facilities Manager (FM) will have oversight of all operations and maintenance standards for common areas, amenities, and facility use within the community of Rancho Mission Viejo that are owned by Rancho MMC. They will oversee all aspects of facility/amenity annexation/turnover and adoption of maintenance processes from the Master Developer and Neighborhood Builders. They will be responsible for supervision and performance management of facility staff members assigned. The FM will manage all Rancho MMC vendor relations and contract/project bidding in conjunction with the General Manager (GM), Assistant General Manager (AGM) and Landscape Manager (LM) 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.

The Community of Rancho Mission Viejo or "The Ranch" is located in South Orange County. The Ranch will be developed over the coming decades into multiple villages offering homes for people of all ages and all lifestyles. The community will have many parks, playing fields, trails, recreational facilities, school sites, houses of worship, retail and commercial center, and more. The community is slated for that will have a buildout up to 14,000 homes with up to 40% age qualified housing. Currently, we have 12,500 residents with a demographic that spans from singles, young married couples, empty nesters and 55+ and better. We expect building out of the next largest planning area of 8,000 homes to take the next 10-15 years. RanchLife (the Community Service Organization) operates like a Parks and Recreation for a City, activating the amenities owned by the Master Maintenance Corporation and providing a lifestyle experience for all ages, and Rancho TMA ("RanchRide") provides transportation that promotes connectivity around the community and into neighboring areas.

We are looking for an individual that will be an active leader and supporter of the Ranch Mission Viejo community vision and philosophies, and FirstService Residential's commitment to client, staff, and community. The expectation for this individual is to support the GM and AGM to meet Rancho MMC Board goals and objectives with respect to administrative and asset management, and to ensure effective and efficient day-to-day operation of Rancho MMC facilities and operations. This position reports directly to the AGM.

Compensation: $90-100k

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:

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included.

People Leader:

• Responsible for the direct supervision and leadership of the Facilities Team and administering payroll and reviews for performance management.
• Understand career aspirations of Facilities Team members, providing a framework for success and direct and supportive feedback throughout development planning.
• Ensure an inclusive and comfortable work environment.
• Drive the recruitment, hiring, training, and supervision of all direct or indirect staff in accordance with FirstService Residential policies.
• Schedule and attend monthly staff touch base and staff function meetings.
• Lead all functions in the team environment.

Operational Excellence:

• Manage and oversee all facilities and maintenance for Rancho MMC property throughout the community of Rancho Mission Viejo.
• Develop, enforce and regularly evaluate protocols and procedures for team operations including maintenance, construction projects, and service contract.
• Negotiate, prepare, implement and administer service contracts, including the preparation of contract standards, RFP and bid review and reports for Rancho MMC.
• Work closely with the AGM, GM, and the Rancho MMC Board of Directors to implement the Rancho MMC Policy Governance Manual which includes the Mission Statement, End Priorities and Management Parameters of Rancho MMC.
• Project management as assigned by GM, AGM and/or Board of Directors.
• Support RanchLife Community Services events by meeting and understanding needs for maintenance and janitorial and supporting event facility needs.
• Have a mechanical understanding of building systems and infrastructure in and around the common area landscape and execute Association projects/action items/vision, providing focused/specialized input, education, and guidance on facilities/amenities to troubleshoot issues that may arise in the daily use and function.
• Ensure application of all necessary safety procedures and legal and operational planning, optimization, and compliance for the common areas and amenities.
• Communicate with community residents both verbally and in writing to answer questions, respond to issues or concerns, or share information and updates via the community website, email newsletter, or printed signs or notices.
• Review and/or prepare all vendor correspondence.
• Collaborate on the DRE (Department of Real Estate) budget preparation process, operational expense management, and capital expenditure recommendations as requested.
• Responsible for planning, scheduling and implementation of quotes for facility/asset maintenance per reserve study, and other items as deemed necessary.
• Responsible to ensure walkthroughs of all facilities are completed weekly, and to direct responsible vendors for repairs in accordance with budget guidelines.
• Ensure that safety inspection reports are completed monthly; ensure application of all necessary safety procedures and legal compliance for the common areas and amenities.
• Update and keep Facility Maintenance manuals current.
• Provide input to supervisor for changes in maintenance, repairs, purchases, or policies that may benefit the Corporation financially, decrease liability, or enhance homeowner satisfaction.
• Conduct and manage all aspects of the facility/amenity annexation processes for new areas that are added to Rancho MMC from the Master Developer and Neighborhood Builders.
• Oversight of all specialized duties assigned to Facilities Coordinators/members of the Facilities Team, including but not limited to all facility reservation processes, and maintenance of the key fob access system/issuance of key fobs.
• Coordinate and attend designated meetings or functions as requested.

Skills & 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.

• Is a people person; possesses public charisma and the ability to develop positive relationships.
• Attracts and retains diverse, high caliber talent, while developing an engaged team to build the capabilities required for the organization to perform at high levels.
• 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 through honesty, integrity and authenticity.
• Demonstrates strong organization, prioritization, multi-tasking, and time management skills, working both independently and within the team structure.
• Fosters change and improves the business by simplifying challenging situations and sometimes contradictory information to effectively solve problems; challenges commonly held assumptions and originates new solutions with cross-functional partnership.
• Is committed to continual learning as evidenced by attendance at industry programs and educational opportunities that enhance interpersonal skills.
• Must be able to quickly gather information and make good quality decisions without supervision. Ability to define problems, research, collect data, establish facts, and draw valid conclusions. Must be able to work well under pressure and deadlines, as well as work independently and prioritize time effectively. Must have the ability to make decisions and solve problems creatively.
• Must possess exceptional communication skills (verbal and written), particularly in the area of operations and relationship management, as this position requires interfacing with the public, residents, peers, supervisors, and executives.
• Must have advanced computer skills in use of Zoom and Microsoft Office suite including Outlook, Word, Excel, PowerPoint.
• Must possess 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; holds self and others accountable by owning issues.
• Performs or assists with any operations required to maintain workflow and to meet schedules.
• Training will be required in the following areas and systems: Connect and RanchLife Portal.
• Knowledge of Trello is desirable.

Education & Experience:

• Bachelor's degree preferred or equivalent work experience.
• Minimum 2 years of experience in facility management and operations with supervisory experience.
• Minimum 2 years of experience managing staff
• Construction management/oversight experience desirable.

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.

• Desired work schedule: Monday - Friday
• Consistent and regular attendance required
• Hours over and above normal office hours will occur, including evenings, holidays, and some weekends; schedule is subject to change based on business needs
• Occasional evening and weekend meetings/events will be required
• Must be able to handle pressure and stress related to the job
• Must be able to lift 50 lbs.
• Must be able to sit and/or stand for extended periods of time
• Must have finger dexterity for typing/using a keyboard
• 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; and respecting the diversity of our workforce in actions, words, and deeds
• Some heavy lifting, standing, climbing
• The work environment characteristics are small office conditions at an onsite facility.

• 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
• Our staff wears coordinated apparel.

Supervisory Responsibility:

• Will directly supervise a minimum of 5-6 facility staff members.

Tools & Equipment Used:

• General office equipment

Travel:

• As it will be necessary to drive to different locations, position must have a valid California Driver's License and 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.