Facilities Coordinator

Position Purpose 

The Facilities Coordinator provides facilities, administrative, and front desk support for the Carnegie Foundation for the Advancement of Teaching’s staff and guests. The individual in this position will report to the Director of Facilities.

Essential Responsibilities

The Facilities Coordinator provides support to the Director of Facilities with operational activities in maintenance, operations, accounting, vendor oversight, equipment, supplies, occupancy services, and proactively develop and maintain client relationships ensuring that expected service levels are achieved.

Administration (25%)

  • As directed by the Director of Facilities, research and obtain bids for Facilities projects and manage the contracts process.
  • Maintain accurate accounting records of expenditures including processing monthly invoices (HVAC, plumbing, electrical, mechanical, capital improvements, and special projects) and processing credit card reconciliations in Concur
  • Respond to vendor requests and maintain up to date contact lists and account information for vendors, contractors, and other departmental contacts.
  • Coordinate and monitor the Facilities office calendar with respect to recurring maintenance schedules
  • Provide administrative support for the Facilities department, including email and phone support.
  • Manage the iPad check-in system to monitor visiting guests and vendors
  • Serve as back up for the Front Desk & Events Coordinator when needed, distributing mail and answering the main phone line and gate/lobby door intercoms

Staff Support (25%)

  • Communicate facilities related projects, initiatives, and their impact to staff
  • Manage the Computerized Maintenance Management System (CMMS) software program, including entering, managing and tracking work orders
  • Manage and update facilities Intranet page, staff seating floor plans, safety teams, and staff Car Details spreadsheet
  • Coordinate the on-boarding/off-boarding of employees as it relates to facilities
  • Monitoring, routing, acknowledging, and responding to facilities requests from staff.
  • Monitor security as it relates to all exit doors, security cameras and access controls.
  • Support Foundation events by participating in event planning meetings and coordinating janitorial, room set-ups, security services, and parking
  • Initiate and coordinate the development of the safety committee and its members’ roles and responsibilities.
  • In coordination with the Director of Facilities, problem-solve issues that may arise and escalate appropriately

Operations & Maintenance (50%)

  • Coordinate, schedule, track, and follow up on facilities scheduled routine maintenance (landscaping, lighting, janitorial, carpet cleaning, etc.)
  • Manage and maintain the general key system as it relates to staff and vendors.

Required Education & Experience

  • High school diploma or equivalent required
  • Two or more years of relevant and increasingly responsible administrative experience. At least three years of experience supporting Facilities functions.
  • Experience working in the field of education or in a non-profit environment is a definite plus, but not required.

Required Knowledge, Skills, and Abilities

  • Must possess very strong computer skills (MS Office, Zoom, Google App, Concur), organizational skills, writing skills, and interpersonal/communication skills.
  • Must have accurate keyboarding skills and meticulous proofreading skills in the areas of grammar, punctuation, and consistency of format and style.
  • Knowledge of Computerized Maintenance Management Systems preferred.
  • A willingness and an ability to learn and apply knowledge quickly are essential, particularly with regard to specialized software.
  • Must be very flexible and comfortable working in an environment with a high degree of ambiguity and where processes, timelines, and targets are ever evolving.
  • Must have the ability to multitask effectively and meet multiple deadlines in a calm, courteous, and professional manner.
  • Must be able to work synchronously & asynchronously as a member of administrative and program teams.

Physical Abilities Required

  • The position requires regular lifting, pulling or pushing objects of less than 50 pounds.
  • Bending, kneeling, and carrying are occasionally required.
  • A significant amount of time is spent sitting.
  • The position requires visual and auditory acuity.

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Benefits & Perks

  • Full medical, dental, vision, life, accidental death, disability, and long-term care insurance, as well as employer subsidized flexible spending plans
  • A retirement savings plan, including employer contributions after one year of service
  • Generous time-off benefits including paid holidays and paid parental leave
  • Matching Gift program to benefit charitable organizations
  • Educational Assistance to further your professional development
  • The facility is located in Stanford, California in a quiet pastoral setting near a hiking trail.
  • Amenities include a communal kitchen (coffee, tea, and drinks provided), outdoor eating areas, free parking, and electric car charging stations