Facilities Coordinator

Constellation Institute

Berkeley (CA)

On-site

USD 75,000 - 100,000

Full time

3 days ago

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Benefits offered by this job

Healthy meals and dinners

Snacks and drinks

Generous vacation policy

401(k) with employer match

Commuter benefits

Health, dental, vision insurance

Supportive team

Engagement with AI researchers

Job summary

Constellation Institute in Berkeley, CA is seeking a dependable Site Ops Coordinator to manage inventory, purchasing, and daily facilities support in a dynamic research hub. You will partner with the Site Operations Lead to ensure spaces are well-run, secure, and ready for researchers and events.

You’ll handle inventory, vendor coordination, and on-site operations with a service mindset, contributing to a stable, productive environment for AI safety work.

Qualifications

Experience in a workplace coordinator or similar hands-on operations role.
Direct experience managing inventory and/or purchasing processes — even informally.
Strong organizational skills and ability to manage a high volume of tasks and requests.
Comfortable working in a fast-moving, dynamic environment.
Clear written and verbal communication.
A service mindset; you care about giving users and staff a great experience.
Proficiency with Slack and task management tools; experience with Asana or similar a plus.
Comfort working both independently and as part of a small, collaborative team.

Responsibilities

Own inventory management for supplies, furniture, and equipment — tracking stock levels, and usage.
Own the purchasing process: research vendors, compare quotes, place orders for supplies, furniture, and equipment.
Maintain accurate, up-to-date inventory records.
Flag discrepancies, overages, or supply-chain issues before they become problems.
Serve as first point of contact for facilities requests, resolving what you can directly and escalating with context when needed.
Troubleshoot and elevate issues with vendors, building management, or equipment.
Support coordination with the porter team on restocking, tidying, and common area upkeep.
Support physical security operations including access control, camera monitoring, badge issuance, and visitor check-in.
Assist with setup and logistics for research events, workshops, and community gatherings.
Conduct routine space readiness checks across floors — flagging issues and keeping things in good shape for the researchers and teams who rely on them daily.

Skills

Workplace coordination

Inventory management

Purchasing processes

Organizational skills

Communication

Service mindset

Slack proficiency

Task management

Asana experience

Independent & team player

Tools

Slack

Asana

Job description

About Constellation

Constellation is an independent research center that brings together people throughout the AI safety ecosystem to accelerate insight, research, and talent through better cooperation. Unlike a conference or summit, Constellation operates continuously, in the form of a physical workspace as well as conference-style talks, workshops, and training bootcamps. Continuous operation allows for relationships and conversations to develop over time, meaningfully fostering trust, collaboration, and shared insight. It also makes Constellation a natural field-building hub by rapidly inspiring, orienting, and connecting people who are newer to the field.

About Constellation

Based in Berkeley, CA, our shared workspace hosts over 300 people per week across dozens of AI safety organizations in nonprofits, academia, industry, and government. Hundreds of other researchers spend time at Constellation for shorter visits each year. We believe this is the strongest and highest-output network of AI safety researchers in the world; dozens of participants in past Constellation programs have gone on to safety-focused roles at companies such as METR, Redwood Research, Anthropic, Google DeepMind, OpenAI, and the US and UK Safety Institutes.

About The Role

We're looking for a dependable, detail-oriented Site Ops Coordinator to help keep our space running at a high standard. You'll work closely with our Site Operations Lead, owning inventory management, tracking, and purchasing across facilities, furniture, and hardware — while also supporting the broader day-to-day operations of a building that's part office, part research hub, part community anchor. This isn't a back-office role; you'll be a visible, trusted presence in a space where people spend long hours doing demanding work.

This is a great fit for someone who takes pride in well-run spaces, enjoys variety, and wants to grow an operations career in a place where the work genuinely matters.

Outside of the core work hours (M-F 8:30 AM–5:00 PM), this role may also require being onsite some evenings and weekends for events or urgent issues.

Key responsibilities

Inventory & Purchasing Support

Own inventory management for supplies, furniture, and equipment — tracking stock levels, and usage
Own the purchasing process: research vendors, compare quotes, place orders for supplies, furniture, and equipment
Maintain accurate, up-to-date inventory records
Flag discrepancies, overages, or supply-chain issues before they become problems

Day-to-Day Facilities Support

Serve as first point of contact for facilities requests, resolving what you can directly and escalating with context when needed
Troubleshoot and elevate issues with vendors, building management, or equipment
Support coordination with the porter team on restocking, tidying, and common area upkeep
Support physical security operations including access control, camera monitoring, badge issuance, and visitor check-in
Assist with setup and logistics for research events, workshops, and community gatherings
Conduct routine space readiness checks across floors — flagging issues and keeping things in good shape for the researchers and teams who rely on them daily

Team Collaboration

Work closely with the Site Operations Lead and broader operations team
Track tasks and facilities requests to ensure nothing falls through the cracks in a high-volume environment
Help document processes and recurring tasks, especially around inventory and purchasing workflows

Skills & Experience

Experience in a workplace coordinator, workplace associate, or similar hands-on operations role
Direct experience managing inventory and/or purchasing processes — even informally
Strong organizational skills and ability to manage a high volume of tasks and requests
Comfortable working in a fast-moving, dynamic environment
Clear written and verbal communication
A service mindset; you care about giving users and staff a great experience
Proficiency with Slack and task management tools; experience with Asana or similar a plus
Comfort working both independently and as part of a small, collaborative team

You Might Be a Good Fit If You

Take pride in spaces that feel genuinely well cared for — not just functional, but good to be in
Enjoy being a reliable presence in a community of people doing important, demanding work
Like variety and can juggle competing priorities without dropping the ball
Are hands-on and happy to roll up your sleeves
Care about AI safety and want your day-to-day work to support it, even if you're not a researcher yourself

Compensation & Benefits

The base pay range for this role is $75,000 – $100,000 per year.

Our benefits are hard to beat! They include: