Onsite Director of Facilities (Fairbanks Ranch)

RealManage Elevated Onsite is a division of RealManage, specializing in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services by encompassing the best people, technology, and service. Our professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. We focus on customer service and lifestyle for residents and boards, ensuring the community receives the finest management in the industry.

Fairbanks Ranch is one of Rancho Santa Fe’s most family-friendly luxury home neighborhoods, featuring community amenities and 24-hour guard-gated security. Originally owned by Douglas Fairbanks and Mary Pickford, the custom-built homes range from 3,500 to 16,000 square feet on well-manicured, mostly 1-acre lots. Amenities include a clubhouse, lake, tennis courts, and an equestrian center. Nearby, the Fairbanks Ranch Club offers championship golf, tennis, a brand-new outdoor pool, and a sports complex.

About the Role

The Onsite Director of Facilities is responsible for planning, organizing, and directing activities related to building and common area maintenance. Assisted by the Assistant Director of Facilities, if any, the Director oversees day-to-day field supervision of assigned employees to maximize the effective and efficient use of skills, facilities, and equipment.

Responsibilities

• Budget Preparation/Management: Formulates and operates the maintenance annual operating budget, including preparation and meetings with the General Manager, committees, and Board of Directors on maintenance and construction budgetary items.
• Administration/Contract Negotiation: Administers landscape, building, and lake management contract specifications and reviews all work performed by maintenance staff and contractors. Creates Requests for Proposals (RFP) and obtains at least three proposals from outside contractors and suppliers. Negotiates association services and projects, including landscaping, waste removal, gate maintenance, lake and dam management, utilities, uniform services, and all necessary products and materials.
• Board and Committee Responsibilities:
  • Attends meetings as directed by the General Manager and/or the Board of Directors.
  • Attends staff meetings.
• Supervision of Association Maintenance Staff:
  • Oversees the Association maintenance staff.
  • Provides training, oversees safety programs, and abides by all federal, state, and county employee regulations.
  • Interprets and implements OSHA requirements.
  • Creates and implements pesticide safety training programs.
  • Designated and responsible as the Dam Emergency Action Plan Coordinator.
• Management of Association Maintenance Program:
  • Initiates and implements Association maintenance programs, including building, lakes, roads, and landscaping.
  • Oversees and develops preventative maintenance programs for Association equipment, including trucks, tractors, water pumping stations for irrigation and water features, and small maintenance equipment.
  • Develops and oversees preventative maintenance programs for the Association building, roadways, clubhouse, equestrian center, racquet courts, and lakes.
• Homeowner Communication:
  • Submits pertinent articles for the monthly manager's report for the Board of Directors and newsletter.
  • Communicates with property owners concerning major projects, such as roadwork and weed abatement.
  • Listens to and addresses all resident suggestions and complaints, both formal and informal.
  • Maintains the resident complaint and comment log.
• Risk Management:
  • Ensures all Association vendors, suppliers, and contractors provide proof of insurance with additional insured designation, including workers' compensation verification.
  • Works with Fire Marshals, Inspectors, and Consultants to identify and decrease potential Association liabilities.
  • Available on-call 7 days per week, 24 hours per day for emergencies.
• Landscape Management:
  • Coordinates all operations relating to the landscape maintenance of 1,240+ acres of Association property and 16+ acres of county right-of-way, including pesticide, fertilizer, growth regulator, and herbicide application.
  • Oversees irrigation system changes, including irrigation pumps, controllers, and valves.
• Lake Management:
  • Directs research, development, and implementation of a Lake Management program.
  • Works with consultants to interpret information and recommend Lake Management responses and future projects.
  • Conducts lake-monitoring tests and interprets lab and field-testing information.
  • Oversees Lake Maintenance procedures.
  • Must agree to obtain and maintain a valid California qualified applicator's license in aquatics.
• Purchasing:
  • Purchases building, lake, and landscape maintenance supplies.
  • Negotiates prices and discounts with vendors.
  • Purchases exceeding $500 for unbudgeted and budget items require the General Manager's approval.

This description is not intended to be an exhaustive list of duties. Responsibilities may evolve based on Board direction and community needs. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position.

Pay

$80,000 to $100,000 yearly (based on education and experience).

Schedule

Full-time. Available on-call 7 days per week, 24 hours per day for emergencies.