Project Coordinator

Job Overview:

The position of Project Operations Coordinator is a key position within a dynamic team serving one of the premier Master Plan housing communities in the nation. The right candidate will be an independent self-starter and will be curious and able to perform research to find creative solutions to complex challenges. The individual holding this position is co-responsible for the Reserve Projects Master Plan, and the Operations Repair & Preventative Maintenance Plan as well as completing other assigned SAMLARC Projects.

We are looking for an individual who will be an active leader and supporter of SAMLARC community vision and philosophies, and FirstService Residential’s commitment to client, staff, and community. The expectation for this individual is to support the Operations Team and the Capital & Reserve Project Manager to meet SAMLARC Board goals and objectives by being a key facilitator for projects and operational efficiency within the community working in partnership with the contractors, vendors, SAMLARC staff and residents. This position reports directly to the Capital & Reserve Project Manager.

Compensation: $24-$28/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.

Job 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, nor is it expected that all positions will be assigned every duty.

In addition to all other duties and responsibilities described within the generic job description for the Project Operations Coordinator, the following specifically apply to this position. Other duties may be assigned.

• Assist in bidding, overseeing, and completing assigned SAMLARC Reserve and Operations Projects
• Provide support in developing and evaluating protocols and procedures for team operations including preventative maintenance and operations projects
• Negotiate, prepare, implement, and administer service contracts, including the preparation of contract standards, RFP, and bid review and reports for SAMLARC
• Develop and implement with the Capital & Reserve Project Manager and Operations Team Managers the annual Reserve Projects Master Plan and the Operations Repair & Preventative Maintenance Plan
• Responsible for working with the Capital & Reserve Project Manager and the Assistant General Manager in the development of the annual Reserve Study
• Assist in maintaining positive relations with key contractors, seeking new contractors with applicable expertise to bid on proposed projects, and researching and making recommendations related to new product technologies
• Ensure methods are in place for ongoing maintenance of new or renovated facilities. This includes preventative maintenance programs, schedules, and checklists
• Prepare complete and accurate Board and Committee Reports and associated exhibits. Attend Board and Committee meetings and present reports as appropriate
• Support the use of Trello under the overall facility management process for all onsite team members
• Complete Vendor Contract Matrix and Vendor Scorecards
• Assist in preparing and compiling RFP Packets
• Ability to create and manage operations team file database, including digitizing plans, Preventative Maintenance Plans, Project Items, and other
• Attend and participate in professional group meetings
• Knowledge of Community Governing documents including CC&Rs, By-laws, Architectural Standards, and Policies and Guidelines
• Interfaces with the public, contractors’ vendors, board members, committee members, homeowners/residents
• Compose and process correspondence to homeowners/residents, vendors, Board and Committee members, contractors, vendors, and others
• Holidays and weekends may be required, dependent on business needs. Required to work the July 4th full-day event, Tree Lighting, and Annual Election of Directors

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to build consensus, be flexible, work with and take direction from a volunteer board of directors and /or committee.
• 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 respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds.
• Excellent verbal communication skills.
• Have knowledge of contracting procedures from RFP to contract close-out, including follow-up preventative maintenance program.
• Detail oriented; forward thinking; and excellent problem solver (uses creative alternatives).
• Committed to continual learning as evidenced by attendance at seminars, industry programs as an attendee or guest speaker.
• Successful track record for project knowledge and implementation.
• Develops relationships and demonstrates good client connections and visibility.
• Strong ethical practices.
• Demonstrates budgetary, finance and administrative controls.
• Organizational and time management abilities, with the ability to implement and monitor progress for successful completion; working well under pressure and deadlines.

Education & Experience:

• Bachelor’s Degree or equivalent industry knowledge/experience required.
• Minimum two years of construction, facility, and/or project management experience.
• Bilingual Spanish Preferred
• Basic knowledge of Microsoft Applications, especially Word and Excel, Microsoft Project or other project management software.

Supervisory Responsibility:

• Assist in the supervision and monitoring of sub-contractors in the areas of performance, contract compliance, work orders, supply purchases, safety and security.
• Enforce all applicable safety, health and environmental regulations.
• Assist in the supervision of contractual agreements with vendors and contractors.

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 25lbs.
• Must be able to visit and inspect recreation facilities and job sites.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to stand and exert well-paced ability for up to 4 hours in length.
• Must be mobile enough to move around within the office and throughout the venue.
• Ability to walk slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks, etc. to ensure proper maintenance.
• Consistent and regular attendance required.
• Hours over and above normal office hours will occur, including weekends and holidays.

Tools & Equipment Used:

• Possess dependable transportation, a valid California Driver’s License, and state mandated vehicle insurance.
• 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.