Facilities and Administrative Services Coordinator

Facilities And Administrative Services Coordinator

SFEI is looking for a collaborative and proactive Coordinator to join our administrative team. As our organization grows, we are seeking a dedicated teammate who thrives in a busy, mission-driven environment to help us foster an organized workplace and support our programs and leadership.

The Facilities and Administrative Services Coordinator is a member of the Operations Department and provides administrative, facilities, safety, meeting, event, and program support to SFEI. This position helps maintain an organized, safe, functional, and professional office environment while providing responsive administrative support to staff, leadership, and program teams. The successful candidate is highly organized, dependable, service-oriented, comfortable managing multiple priorities, and able to complete projects independently and on deadline.

Primary position responsibilities will include:

• Assist staff with administrative questions and troubleshoot daily office issues.
• Greet visitors, answer phones, distribute mail/deliveries, and provide primary office support.
• Coordinate meetings, including scheduling, room setup, catering, supplies, and cleanup.
• Manage lunches and events for departments, board, and staff.
• Assist program staff with equipment purchases.
• Register staff for conferences, training, and classes.
• Book travel and lodging for staff and authorized travelers.
• Organize and archive physical and digital materials.
• Assist with the RMP Annual Meeting before, during, and after the event.
• Assist with other general administrative tasks as needed.
• Complete special projects assigned by the Operations Manager.

Conduct facility walkthroughs to monitor appearance, equipment, and maintenance needs.

Maintain inventory and stock office supplies and snacks.

Create and maintain SOPs for facilities, operations, and safety.

Coordinate repairs and maintenance with building management.

Schedule and oversee vendors and technicians for facility repairs and maintenance.

Assist the Executive Director with quarterly Board Meeting preparation.

Proofread and assemble Board packets and assist with required agenda posting.

Take and transcribe meeting minutes.

Maintain the Board calendar.

Maintain and update Board Member information.

Manage annual Board filings

Post approved job openings online.

Liaise between hiring managers and candidates.

Schedule and coordinate candidate interviews.

Maintain organizational chart.

If you are excited about this role, but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this, or one of our other roles.

• Strong organizational skills and demonstrated ability to manage multiple tasks and competing priorities.
• Ability to create and maintain effective organizational systems and processes.
• Strong attention to detail, time management, follow-through, and ability to meet deadlines.
• Dependable, self-directed, service-oriented, and comfortable taking initiative with minimal supervision.
• Excellent communication and interpersonal skills with staff, vendors, visitors, and external partners.
• Professional demeanor and commitment to maintaining a clean, organized, safe, and functional workplace.
• Proficiency with Microsoft Office applications (Word, Excel) and Google Workspace tools (Gmail, Calendar, Docs, Sheets, Slides).
• Valid California driver's license.
• Capability to work on-site 8 hours per day, Monday through Friday.
• Capability to perform computer-based work for extended durations.
• Ability to lift or move items up to 25 pounds as needed.

• Minimum of 6 years of experience in administrative services, office operations, or facilities management (preferably within a…