Facility Administrator

Facility Administrator

Location: Ontario, CA, United States

Date Posted: Sep 3, 2026

Job ID: 2608839

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Description

Job Overview:

The Facility Administrator serves as a primary point of contact for residents, homeowners, guests, vendors, and staff, providing exceptional customer service, administrative support, and community compliance oversight. This position is responsible for supporting the day-to-day operations of the community, coordinating resident services and facility reservations, maintaining community records, and ensuring compliance with the Association''s governing documents, architectural standards, and community policies.

The ideal candidate is highly organized, customer-focused, detail-oriented, and capable of effectively balancing administrative duties with community inspections, compliance enforcement, and homeowner communications. This role requires professionalism, strong interpersonal skills, sound judgment, and the ability to work independently while fostering positive community relationships.

Compensation: $24-27/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.

Job Responsibilities:

Resident Services & Community Administration

• Welcome and assist residents, homeowners, guests, and vendors in a professional, friendly, and service-oriented manner.
• Respond to resident and homeowner inquiries via phone, email, and in person.
• Provide information regarding community amenities, policies, procedures, governing documents, and services.
• Assist residents with amenity reservations, facility use requests, key fob issuance, and community-related needs.
• Process payments for facility reservations, key fobs, and other applicable community services.
• Assist with facility reservations, including booking requests, resident communications, and check-in/check-out procedures.
• Maintain accurate resident and homeowner records within community management, compliance, and access control systems.
• Create and process work orders related to maintenance, community concerns, and resident requests.
• Partner with the management team to identify, document, and communicate maintenance, safety, and operational concerns.
• Occasionally provide administrative support, including mail distribution, scheduling architectural appointments, community postings, maintaining office and coffee supplies, and performing other general administrative functions.

Compliance & Community Standards

• Conduct routine community inspections by vehicle and on foot to identify and document violations of governing documents, community rules, architectural guidelines, and Association standards.
• Issue, process, and track violation notices in accordance with established enforcement policies and timelines.
• Maintain accurate compliance, enforcement, and architectural review records using community management software and internal databases.
• Follow up with homeowners regarding compliance issues and assist in achieving timely resolution whenever possible.
• Serve as a liaison between homeowners, management, and the Board regarding compliance and enforcement matters.
• Respond to homeowner correspondence related to compliance matters in a timely, respectful, and professional manner.
• Prepare violation reports, hearing packets, correspondence, and supporting documentation for Board meetings.
• Attend community meetings, hearings, committee meetings, and Board meetings as assigned.
• Record and prepare minutes for distribution to the Board.
• Recommend process improvements related to compliance programs, homeowner communications, and community operations.
• Maintain designated office hours for direct homeowner interaction regarding compliance concerns and association matters.

General Responsibilities

• Collaborate effectively with management, residents, homeowners, Board members, vendors, and fellow team members.
• Exercise sound judgment, diplomacy, and confidentiality when handling sensitive resident and compliance matters.
• Perform additional duties as assigned to support community operations and organizational objectives.

Skills & Qualifications:

• Strong customer service orientation with the ability to build positive relationships with residents and homeowners.
• Excellent written and verbal communication skills.
• Ability to professionally handle difficult conversations, conflict resolution, and compliance-related discussions with empathy and consistency.
• Strong organizational, administrative, and time-management skills.
• High attention to detail and accuracy in recordkeeping and documentation.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to work independently with minimal supervision while maintaining accountability.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and database applications.
• Ability to learn and utilize industry-specific software platforms, including compliance and community management systems.

Education & Experience:

• High School Diploma required; some college coursework or Associate''s/Bachelor''s degree preferred.
• Minimum one (1) year of experience in customer service, administration, hospitality, property management, compliance administration, or a related field required.
• Experience working with homeowner associations (HOAs), community management, property management, or compliance enforcement preferred.
• Bilingual English and Mandarin Chinese communication skills preferred but not required.
• Valid California driver''s license, reliable transportation, and current automobile insurance required.

Physical Requirements & Working Environment:

The physical demands described are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Ability to sit, stand, walk, and drive for extended periods.
• Ability to regularly walk throughout the community, including navigating stairs, outdoor amenities, and uneven terrain.
• Ability to lift and carry up to 25 pounds.
• Frequent use of hands and fingers for typing, writing, operating office equipment, and using mobile devices.
• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to work evenings, weekends, holidays, community events, hearings, and meetings as needed.

Tools & Equipment Used:

• Standard office equipment
• Community management and compliance software systems
• Mobile phone and inspection devices/cameras
• Access control and resident management systems

Travel:

• Frequent local travel within the community required.
• Attendance at homeowner meetings, hearings, Board meetings, inspections, and community events required.

What We Offer:

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

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.

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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