Facilities Administrator

Facilities Administrator

Location: Newport Coast, CA, United States

Date Posted: Aug 27, 2026

Job ID: 2608592

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Description

Job Overview:

The Facility Administrator serves as the ambassador to the recreation facility of the community. This role encompasses responsibility for maintaining and operating the recreation facilities, including the Canyon Club and all parks, as well as handling administrative duties. Most importantly, the Facilities Administrator is tasked with providing exceptional positive interactions with each resident.

The Facilities Administrator will regularly interact with residents, FirstService associates, and third-party vendors, ensuring that amenities are in proper working order. This individual must be detail-oriented, with the ability to manage multiple projects simultaneously. They should possess strong interpersonal skills and the capacity to work independently, without direct supervision.

This position requires a proactive and self-motivated individual who takes initiative to identify opportunities for improvement and implements solutions to enhance the overall community experience.

Compensation: $24-26/hr

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.

Schedule: Sunday - Thursday (9:00AM - 5:30PM)

Schedule is subject to change based on business needs.

Your Responsibilities:

Facilities Management

• Oversee the maintenance and upkeep of all onsite facilities, including the clubhouse, pool area, fitness center, and common areas.
• Coordinate with maintenance staff and external vendors to ensure timely repairs and maintenance tasks are completed.
• Conduct regular inspections to identify any maintenance or safety issues and take appropriate, proactive action to address them.
• Maintain accurate records of maintenance activities, equipment inventory, and service contracts.
• Assist in creation of and presentation of recommendations for changes to policies, rules and programs related to the operation and/or use of the Crystal Cove recreation facilities.
• Monitor the services of the fitness instructors, aquatics vendor, swimming instructors and swim coaches.
• Assist with the distribution of key fobs, vehicle transponder appointments and updates on the visitor management system, Proptia.
• Work in conjunction with janitorial staff to ensure meeting room is set up for Board meetings, committee meetings, and other functions as needed.
• Assist with coordination of maintenance projects within the community.

Customer Service

• Serve as the primary point of contact for owners and residents regarding work orders, inquiries, requests, and concerns.
• Provide exceptional customer service by responding promptly and courteously to all inquiries and resolving issues in a timely manner.
• Maintain a positive and welcoming atmosphere within the community by greeting residents and guests with a friendly and helpful demeanor.
• Ability to remain calm and composed under pressure, adapting communication styles and strategies to effectively address the specific needs and concerns.
• Assist the Lifestyle Manager in scheduling and reservations for community facilities as needed.
• Assist in the planning and execution of community events and activities as needed.
• Perform such other operational duties as are assigned from time to time by the General Manager.
• 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 respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.

Skills & Qualifications:

• Excellent communication and interpersonal skills, with a focus on providing exceptional customer service
• Strong verbal and written communication
• Exceptional organizational and time management skills
• Proficiency in computer applications, including Microsoft Office
• Ability to communicate effectively and efficiently
• Knowledge of related safety practices
• Ability to work a Flexible Schedule as necessary
• Must have the ability to work on the weekends
• Proficient in English.
• A commitment to upholding the highest standards of professionalism and integrity in all interactions

Education & Experience:

• 2 or more years of experience working in facilities, property management or related role
• High School Diploma or GED

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.

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients
• Valid California Driver's License and State mandated vehicle insurance, and registration.
• Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance.

May be required to work overtime as needed and approved by supervisor. Consistent and regular attendance required.

Tools & Equipment Used:

• Valid California driver''s license including state mandated vehicle insurance.
• General office equipment

What We Offer:

• Medical, dental, and vision plans (full time and 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
• 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.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel [email protected].

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [email protected]; we will respond in accordance with Local Law 144, within 30 days.

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