Facilities Operations Coordinator

Facilities Operations Coordinator

A key member of the Facilities Department, the Facilities Operations Coordinator (FOC) provides administrative and operational support to the team. Reporting to the Facilities Manager, the FOC plays a vital role in ensuring the Foundation supports a safe, comfortable, productive work environment and facilities function efficiently. The FOC functions as a first point of contact for Facilities needs, greets and guides Facilities vendors, captures staff requests for facilities support, identifies custodial tasks, maintains safety documentation & protocols, assists with building controls and otherwise supporting the needs of the Facilities Manager and Team. The FOC partners closely with the Foundation's Accounting, Finance, Legal, IT, Human Resources, and Workplace Services teams to ensure that Facilities expenses, invoices, contracts, safety programs (e.g., IIPP, WVPP) and budgets are accurate, compliant, and up to date. Working closely with Workplace Services when appropriate, the FOC will help set-up and tear down for events, and respond to security alarms. This position is required to be on-site at the Foundation five days a week.

Primary Duties and Responsibilities

Facilities Operations

Function as a first point of contact and internal service provider, addressing daily maintenance needs quickly to ensure a safe and comfortable workplace. Log service requests, engage appropriate internal (e.g., Building Engineer) or external vendor, or otherwise complete basic Facilities tasks if no specialized skills are required (e.g., arrange meeting room furniture)

Build strong relationships with internal staff and deliver pro-active, prompt, courteous, and solutions-oriented support for all facilities-related requests

Under the direction of the Facilities Manager, serve as a department liaison for vendors and contractors (e.g., landscaping, security, waste removal, janitorial), ensuring services meet Foundation standards.

Schedule or otherwise arrange the work of external facilities vendors

Ensure building systems and equipment are in optimal condition; conduct or coordinate routine upkeep and basic Facilities tasks as needed

Recommend and / or assist with facilities-related improvement projects by gathering data and preparing reports with guidance from Facilities leadership

Respond quickly and effectively to building alarms or emergencies, investigating, and resolving issues to minimize disruption

Maintain accurate and updated space planning documentation, recommend seating assignments under guidance of Facilities Manager, and assist with internal office moves (e.g., distribute moving boxes, arrange for recycling bins, contract moving company)

Maintain accurate records of furniture and equipment inventory

Monitor and provide support for the Building Management System (BMS). Assist with building controls for temperature and humidity, and related items

Participate in the department's off-hours on-call schedule

Facilities Administration

Invoicing, Budgeting, Contracts, and Expenses

Process Facilities invoices in the Foundation's financial systems, maintain knowledge of Facilities accounting structure to ensure accuracy of expenditures; coordinate with Facilities Manager and Facilities team to ensure invoices align with contract payment and that the schedule and work has been completed

In partnership with the Foundation's Operations Managers and Operations Coordinators, actively participate in a "contracts" cohort, designed to establish a center of expertise, process ownership, and align practices across teams

Process service provider, vendor and consultant contracts, including partnering with vendors to initiate and complete all vendor compliance requirements, gather tax information, and maintain documentation

Track and ensure accuracy of operating budget for Facilities, and review with the Facilities Manager to discuss implications and adjustments to ensure team is within budget guidelines for the fiscal year as needed

Develop and maintain a deep understanding of the Foundation's operations policies and processes as they relate to expenses, invoices, contracts, and operations budgets; create and maintain ongoing process documentation for Facilities team members as needed

Process expenses for members of the Facilities team; set and communicate requirements and timelines with team and work with individuals to obtain missing documentation or information

Provide coverage for other operations team members on contract and invoice processing

Prepare all necessary documentation for the Foundation's annual carbon footprint calculation

Event & Team Coordination

Schedule, support, and / or lead preparation for / coordination of onsite repair work, department meetings, learning sessions, team retreats, etc.

Working with Workplace Services, responsible for event support, including meeting room set-up, tear-down and re-arranging furniture as necessary

Plan and execute team recognition, teambuilding, and celebration events to build and enhance team culture, including scheduling, researching vendors, sourcing materials, creating impactful pre-and post-event communications, and facilitating day-of-activities

Monitor the Facilities' ServiceNow portal, allocate requests to appropriate parties, communicate status to the staff members who requested services, etc.

Organize and maintain detailed knowledge of Facilities staff documents on shared network, including meeting documents, safety manuals, hazard assessments, recording any safety incidents, key reference files, and memos

Develop streamlined processes, and support creation of Facilities onboarding / offboarding process

Manage ongoing intranet curation, content, and posts for Facilities, including training staff members as needed (e.g., how to enroll in EV charging program, how office lighting works)

Provide administrative support to Facilities Manager including scheduling meetings, coordinating and booking vendors, and gathering meeting materials as needed

Support the onboarding process for new employees and external vendors, including conducting Facilities trainings / orientation and serving as a resource on relevant internal tools, policies, and processes

Organizational Partnerships

Serve as a point of contact for other Foundation departments, including the Office of the General Counsel, Finance & Accounting, Workplace Services, IT, and HR

Participate in, and / or lead, cross-Foundation projects and workgroups, as appropriate, to achieve Foundation goals

Pursue ongoing professional development opportunities and participate in Foundation-wide training sessions

Other

Additional tasks, workstreams, or projects as assigned

Qualifications

Education

An Associate's degree or equivalent education and experience is required for this role

Experience

A minimum of 4-5 years of related operations and administrative experience in a fast-paced Facilities-oriented work environment is required for this role

Knowledge, Skills, and Abilities

A commitment to, and interest in, the Foundation's mission, vision and values

Strong aptitude for administrative, operational, and financial processes

Ability to coordinate across internal and external stakeholders to understand needs, negotiate priorities and develop alignment

Knowledge of basic elements of building function, including HVAC, plumbing, electrical, lighting, landscaping, etc., sufficient to knowledgably engage others to execute the relevant underlying work

Familiarity with Building Management Systems (BMS), sufficient to set and monitor target temperatures, humidity, monitor alarms, etc.

Conversant and / or comfortable with facilities-related technical terms, manuals, parts procurement, repair and maintenance regimes, etc.

Motivated to contribute toward net-zero energy efficiency and LEED Platinum performance of our buildings

Ability to handle multiple priorities and meet deadlines, sometimes simultaneous, and anticipate and proactively respond to work requests

Excellent attention to detail and the ability to complete work with a high degree of accuracy and dependability

Excellent verbal and written communication skills

Exercises the highest degree of attention to detail and able to work well under pressure

Ability to work in a team-based and collegial workplace

Ability to be consistent and dependable for full-time work and be available to work overtime as needed

Committed to inclusion and deeply value a workplace that is supportive of difference

Devoted to growing own cultural competence and willing to participate actively in the Foundation's efforts to integrate DEIB in all facets of our work

Experience with MS Outlook, Word, Excel, PowerPoint, electronic filing / maintenance systems, and ability to learn other software as needed; experience with digital organizing tools a plus

Compensation and Benefits

The position is full-time. The salary range for this position is $88,000 - $106,000 annually. This salary range is an estimate, and the actual salary may vary based on various factors, including without limitation individual education, experience, tenure, certification, skills, and abilities, as well as internal equity and alignment with market data. Offers are based on the candidate's years of experience and our practice of upholding salary equity within the foundation.

The David and Lucile Packard Foundation offers excellent benefits for