Administrative and Facilities Lead

Administrative and Facilities Lead

Reporting to the Sr. Director of Organizational Development and Change Management, the Administrative and Facilities Manager has a multifaceted job supporting the operations of the Community Partners office. Roles include general office management, facilities support, as well as supporting operations and technology services. This position serves as Community Partners' liaison with The California Endowment (TCE) and manages the co-locators. This position is primarily in-person, with some flexibility for occasional pre-arranged remote work time.

The Organization:

Community Partners offers expert guidance, essential services, and a strong dose of passion to help foster, launch, and grow creative solutions to community challenges. For 30 years, hundreds of individuals, groups, foundations and other institutions have worked with Community Partners to create new nonprofit projects, establish coalitions, and manage major philanthropic initiatives to benefit the region.

Our work includes:

Fiscal Sponsorship

We provide the structure, finance and administrative services, expert counsel in organizational development and connections that help nonprofit leaders succeed.

Intermediary Services

We help foundations, corporations, government agencies and other institutions achieve greater impact.

Knowledge Sharing

We offer workshops, reports, speaking engagements, and a range of publications to help strengthen the field.

Job Summary:

Reporting to the Sr. Director of Organizational Development and Change Management, the Administrative and Facilities Manager has a multifaceted job supporting the operations of the Community Partners office. Roles include general office management, facilities support, as well as supporting operations and technology services. This position serves as Community Partners' liaison with The California Endowment (TCE) and manages the co-locators. This position is primarily in-person, with some flexibility for occasional pre-arranged remote work time.

Essential Functions:

Facilities:

Build relationships and serve as Community Partners liaison with staff at The California Endowment (TCE) as liaison with facilities, contact for building-wide notifications and activities, floor warden, etc. Proactively coordinate with TCE staff to communicate when there are building activities that may impact CP Core employees and co-locators.

Develop and manage the co-locator program including utilizing project management tools and best practices to negotiate agreements and provide and track ongoing communications, reminders, reference guides, and FAQs. Responsible for subleasing Community Partners office spaces and serving as a liaison between co-locators, Procurement, Community Partners, and building management including providing accounting support for collections. Maintain available spaces and price list, coordinate co-location agreements, invoicing, and renewals, and coordinate Building Access Badges, transponders, and other facilities requests.

Manage mail and packages for staff, project leaders and co-locators. Work with TCE mailroom administrator to receive mail. Contact projects and co-locators when packages arrive and arrange for projects to pick up mail.

Provide excellent customer service in person and via the main phone line when greeting visitors, answering FAQs, and routing inquiries to the relevant departments. Organize and maintain supplies for office use, including kitchen supplies.

Coordinate reservations for conference rooms including managing the calendars, answering inquiries, connecting participants with relevant TCE contacts for catering and other requests in advance, and serving as point person for day of questions related to the room and TCE.

Executive/Admi…