Project Operations Coordinator

Description

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 responsible for overseeing several reserve, operating, and/or capital improvement projects throughout the SAMLARC community, from planning and budgeting to execution and delivery. The Project Operations Coordinator will focus on the coordination and administrative aspects of all assigned SAMLARC projects. Essential responsibilities of the job will include but are not limited to, procuring vendors through the Request for Proposal (RFP) process, including the development of the scope of work, site walks, etc. They will ensure that tasks are completed on time, facilitate communication between team members, and track progress. The ideal candidate will understand and benefit the SAMLARC community and its needs by conducting regular onsite property and facility inspections while building systems and infrastructure to support preventative maintenance and overall maintenance of common areas and facilities/amenities to troubleshoot issues that may arise in daily use and function. The individual holding this position will report directly to the Capital and Reserve Project Manager and partner with the contractors, SAMLARC Staff, residents, Board of Directors, the Community, and Sub-Associations, and with the City of Rancho Santa Margarita as necessary

The expectation for this individual is to support the Capital - Reserve Project Manager to meet Board goals and objectives.

The Rancho Santa Margarita Landscape and Recreation Corporation (SAMLARC) is the Master Homeowners Association for 13,645 homes in Rancho Santa Margarita-and represents much more than a neighborhood HOA.

Established in 1986, SAMLARC was designed as a lifestyle village with a vision for timeless value and a heart for nurturing neighbor-to-neighbor connections. SAMLARC-s amenities include the 31-million-gallon Lago Santa Margarita; the lively Beach Club and sand-bottom swimming Lagoon; 4 Jr. Olympic-sized pools; 13 parks with playgrounds, picnic areas, and sports facilities; and a 9-part urban trail system.

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:

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

• Facilitate 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 and 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
• 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 documents
• Understand Community Governing documents including CC-Rs, By-laws, Architectural Standards, and Policies and Guidelines
• Interfaces with the public, contractors, vendors, board members, committee members, and homeowners/residents
• Compose and process correspondence to homeowners/residents, vendors, Board and Committee members, contractors, vendors, and others
• Attend and participate in professional group meetings
• Attend and support at client community events as assigned.
• Attend all company mandatory functions.

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.

• Must be able to build consensus, be flexible, and 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 identifiers, 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, and industry programs as an attendee or guest speaker.
• Successful track record for project knowledge and implementation.
• Develop relationships and demonstrate 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; works well under pressure and deadlines.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervisors of unusual equipment or operating problems and the need for additional materials and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain a specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks, and other related duties as assigned.

Supervisory Responsibility:

• Assist in the supervision and monitoring of vendors 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.

Education - Experience:

• Bachelor-s Degree or equivalent industry knowledge/experience required.
• Minimum two years of construction and/or project management experience.
• General skills possessed by a General Contractor are preferred.
• Bilingual Spanish Preferred
• Basic knowledge of Microsoft Applications, especially Word and Excel, Microsoft Project, or other project management software.

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 visit and inspect recreation facilities, community common areas, 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 is required.
• Hours over and above normal office hours will occur, including weekends and holidays.

Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Tools - Equipment Used:

• General office equipment.

Travel:

• Possess dependable transportation, 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.

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.