Facilities Coordinator

The Facilities Coordinator plays a key role in ensuring the daily operations, safety, and functionality of East Bay Community Foundation’s office space. This position coordinates maintenance requests, manages vendor services, assists with event setup, tracks facility-related work orders, and helps ensure that the site is clean, safe, and well-maintained. The Facilities Coordinator works closely with the Managing Director and staff to provide a high-quality environment for employees, visitors, and community members.

Essential Duties & Responsibilities:

Operations

• Provide day-to-day support to the Managing Director of Facilities in all aspects of facilities management and building operations.
• Assist with the maintenance and administration of essential systems, including phones, voicemail, and building access/security card systems.
• Monitor building security camera systems daily to ensure site safety and promptly report any unusual activity.
• Serve as a liaison with janitorial service providers. Help oversee cleaning schedules and ensure standards of cleanliness are maintained.
• Support front desk operations by providing regular coverage and ensuring visitors, deliveries, and staff needs are handled professionally and efficiently.
• Maintain accurate records of front desk sign-in sheets, visitor logs, and incoming packages.
• Manage company-wide office supplies inventory, ensuring stock levels are maintained and requests are fulfilled in a timely manner.
• Administer petty cash for operations-related purchases; maintain detailed receipt logs and expense documentation.
• Prepare and submit monthly expense reports for the Facilities department, tracking expenditures and identifying budget needs.
• Assist in office space planning, including developing interior layouts, creating new workstations, and coordinating staff moves.
• Participate in the selection, procurement, and installation of office furniture and equipment, working collaboratively with senior staff and external vendors, designers, or architects as needed.
• Support coordination of facility-related projects and events, including meeting room setups, internal moves, and vendor scheduling.
• Ensure compliance with safety policies and procedures, including participation in emergency preparedness and evacuation drills.
• Maintain all facilities-related documentation and procedural records.

Conference Center

• Support all aspects of operations for the James Irvine Conference Center, ensuring smooth and professional management of space and services.
• Responsibilities include coordinating reservations and scheduling for internal and external groups.
• Manage rental contracts, usage agreements, and payment arrangements.
• Organize event setups and tear-downs, including furniture configuration and cleanup.
• Ensure equipment is properly set up, maintained, and functioning for meetings and events.
• Maintain accurate records and generate reports on Conference Center usage, reservations, and revenue.
• Serve as a primary point of contact for event inquiries, communicating policies, availability, and support services clearly and effectively.
• Research, identify, and maintain a preferred vendor list of local catering companies, with a focus on supporting women-, minority-, and BIPOC-owned businesses.
• Collaborate with internal departments to support the planning and execution of foundation-hosted events.
• Coordinate logistics with staff and vendors to ensure seamless experiences for guests, including room layouts, AV needs, signage, and hospitality.
• Ensure all events meet safety, accessibility, and organizational standards, and address any operational issues promptly during events.

Qualifications:

• 3–5 years of experience in facilities coordination, office operations, property management, or a related field.
• Strong organizational and multitasking skills with the ability to manage competing priorities in a fast-paced environment.
• Familiarity with building systems, basic maintenance tasks, and office equipment setup.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), and experience with calendar scheduling tools.
• Excellent communication and interpersonal skills; able to work collaboratively with internal teams, vendors, and visitors.
• Strong attention to detail and a proactive, problem-solving mindset.
• Experience working in a nonprofit or public sector environment.
• Familiarity with safety procedures, security protocols, and emergency preparedness.
• Experience with managing vendor relationships and basic procurement processes.
• Working knowledge of access control systems, conference room AV setups, or security camera monitoring tools.
• Bilingual or multilingual skills are a plus.
• Ability to lift up to 25 pounds and perform physical tasks related to room setup or event preparation.
• Commitment to equity and inclusion, with sensitivity to working in a diverse, mission-driven environment.