Job: Facilities Department Coordinator

Title Facilities Department Coordinator
Categories Nevada
Location Las Vegas, NV
Job Information

CCMC currently has a full-time Facilities Department Coordinator position located at Siena Community Association in Las Vegas, NV!

The Facilities coordinator provides confidential administrative and clerical support to Siena’s Management team, specifically the Maintenance Manager, Assistant Maintenance Manager and Facilities Director in a fast-paced, challenging team environment. This resource also supports administrative functions for the site’s volunteer committees (Properties and Landscape) and other departments and committees as directed by the Maintenance Manager, Facilities Director, and General Manager.

The Facilities Department Coordinator will record committee minutes; prepare and post packets and committee agendas and minutes on association website and association servers in a timely manner; compile and maintain the committee and department Action Item lists; support the monthly preparation of the board workshop and open session agendas and packets; maintain the Siena work order system; work with the Assistant Maintenance Manager to prioritize work orders, distribute work orders to staff, ensure work is completed in a timely manner and ensure costs and time for each task are accounted for on the work order; revise and transmit monthly inspection reports that document pending work and work completed for all community facilities and common areas; update and maintain the preventative maintenance schedule; maintain records of planned service; verify and maintain contractor current insurance certificates and W-9 forms utilized in submitting invoices for payment; utilize the Concur A/P system and coordinate the ordering of equipment, parts, and supplies for department work orders and projects; maintain adequate stock of frequently used items; maintain and update facility records including warranty information, furniture, fixture and equipment lists for personal property tax and reserve study purposes, building/landscaping plans, etc.; coordinate department staff inspections to ensure property and equipment are in good working order; assist department management in preparations to pass required inspections (Health Department, County/State

Additionally, the Facilities Department Coordinator will assist the Maintenance Manager, Facilities Director and General Manager in drafting and reviewing of Request for Proposal (RFP), Request for Quotation (RFQ), and requests for Professional/Technical Services generated to procure services and products for the Association; provide administrative and clerical support in generating & distributing bid packages and bid assessment reports for committees and board; assist Maintenance Manager with project correspondences by preparing and reviewing project proposals, memos, meeting minutes and emails; function as ad-hoc/fill-in resource for Fitness Center or Community Center front desk; maintain department inspection schedules so necessary guarantees, certifications or permits do not lapse; compile and maintain records of staff time and other expense incurred for rental events.

The ideal candidate demonstrates effective communication both orally and in writing; establishes and maintains excellent working relationships with volunteer Board and committee members, staff, residents, and contractors; has knowledge of building and grounds maintenance; has basic knowledge of Siena policies and procedures, and an ability to effectively communicate with staff and residents; and has computer skills in Windows, Outlook, Excel, Word, Concur, VMS.

Work is conducted primarily indoors in an office environment and occasionally outdoors.

Qualifications include at least three years’ experience in a HOA environment, construction office or similar setting; three years bookkeeping or office administration, or equivalent college; computer skills with Windows. Additional experience in bookkeeping, construction, or contracts administration is preferred.

Siena is a beautiful age-privileged, gated community nestled within Summerlin South Master Community association just a few miles off the Las Vegas Strip. Siena is completely built out with 2,001 homes, and includes a 38,000 sq. ft. community center and 16,000 sq. ft. fitness center. Our management team serves a very active, involved, and appreciative, community.

If you are interested, please email Michael Neveu at Mneveu@ccmcnet.com.

 

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