Facilities & Administrative Coordinator

Facilities & Administrative Coordinator

The Facilities & Administrative Coordinator will play a critical role in ensuring smooth day-to-day operations in our San Francisco office and provides administrative, clerical, and project-related support to key operations and program areas. This role will be centrally positioned to learn about and influence all aspects of an impactful & innovative foundation.

You are someone who works well with a team and independently; have exemplary organizational skills with the ability to multi-task and respond to rapidly changing priorities; and have superior interpersonal skills, high self-awareness, and sound judgment.

The Facilities & Administrative Coordinator will have a high level of integrity, exceptional character, confidence, and the ability to remain calm in stressful situations. We are looking for a problem solver with excellent time management and prioritization skills, who is a passionate self-motivator.

Facilities Management

• Supports staff with use of all office equipment and ensures that machines have adequate supplies. Serves as a central contact for troubleshooting and repair requests of all office equipment
• Prepares and maintains files on all office equipment, appliances, furniture, and supplies, including all warranties and maintenance requirements
• Coordinates and oversees all cleaning, repairs, and facility-related services
• Manages office supply orders and organizes storage closets and storage cage
• Assists the IT Department with on-site troubleshooting and provides general support
• Answers telephone calls and directs callers to individual staff members
• Processes incoming and outgoing mail and faxes
• Flexible: You can manage a diverse set of team needs and aren't afraid to step outside your job description or comfort zone to help the team reach its goals. You're comfortable with shifting schedules and don't expect every day to go "as planned."
• Emotionally Intelligent: You are self-aware and perceptive. You nurture relationships and can work and communicate well with all kinds of people. You are optimistic, empathetic, flexible, curious, and well-respected by all who work with you, irrespective of title.

General Administration

• Provides logistical support for medium/large group meetings onsite
• For on-site meetings, independently partner with other support staff (i.e., IT, Accounting, EAs, PAs, POs etc.)
• Provides support to Program Associates and EAs during the planning, preparation or managing of convenings, onsite
• Routinely attends Facilities and Administration team meetings and maintains a thorough working knowledge of the priorities for the operations and initiative areas of the Foundation
• Maintains subscriptions to journals and other publications
• Serves as primary point of contact for external groups accessing the Foundation's meeting space
• Provides support with additional clerical and administrative tasks and projects as needed

• A Team Player: Nothing is beneath or above you. You are quick to always lend a hand, or two! You are able to earn influence without authority and naturally seek to support both small projects and large strategic goals.
• Resourceful and Adaptable: You're at ease with ambiguity and rapid change. You possess a positive attitude and identify creative solutions to obstacles. You can juggle many essential responsibilities at once, and you're rigorous about prioritizing.
• An Effective Collaborator: You've successfully worked across cultural lines on a diverse team and can operate effectively in complex situations. You can easily gain trust from team members and are known for supporting them to ensure they are set up for success. You're not afraid to ask questions.
• Flexible: You can manage a diverse set of team needs and aren't afraid to step outside your job description or comfort zone to help the team reach its goals. You're comfortable with shifting schedules and don't expect every day to go "as planned."
• Emotionally Intelligent: You are self-aware and perceptive. You nurture relationships and can work and communicate well with all kinds of people. You are optimistic, empathetic, flexible, curious, and well-respected by all who work with you, irrespective of title.

• 3+ years of professional experience (we are background agnostic and are excited by candidates with unique and different work histories)
• Project management experience with the ability to manage multiple priorities simultaneously
• Ability to manage…