Facilities Coordinator

The Sage Group; San Francisco (CA); On-site; USD 91,000 - 129,000; Full time

Job summary

The Sage Group in San Francisco is seeking a seasoned Facilities Coordinator to maintain office operations in our SF Bay Area campus. This contract role runs 6+ months and is on-site, with duties spanning vendor management, HVAC oversight, and office moves to keep our workspace welcoming and productive.

You will respond to facility issues within SLAs, coordinate with security and People Ops, and help document standard procedures while building a safe and efficient environment for colleagues.

Qualifications

• 4+ years of experience in facilities coordination and building operations.
• Working knowledge of facilities-related systems like HVAC, elevators, plumbing and lighting, and ability to supervise maintenance, repairs and services.
• Coordinated office moves or reconfigurations.
• Service-minded, solution-based approach to behind-the-scenes work.
• Excellent organizational and communication skills, and ability to multitask.
• Ability to lift up to 50 pounds.

Responsibilities

• Vendor Management and Coordination: manage vendors handling day-to-day operations and maintenance of office buildings.
• Problem-Solving and Responsiveness: respond to internal tickets within SLAs with clear answers.
• Program Ownership: HVAC and Moves: own HVAC program and office move projects.
• Organizational Skills and Adaptability: manage multiple priorities and setup spaces for meetings.
• Process Documentation and Culture Development: help maintain SOPs and office culture; collaborate with People Operations, Security and vendors.

Skills

Facilities coordination

Vendor management

HVAC knowledge

Office moves/reconfigs

Organizational skills

Multitasking

Job description

Contract, 6+ Mo | On-Site, SF Bay Area | $80/hour

Job Description

On behalf of our client, we are hiring a seasoned and passionate Facilities Coordinator. If you love creating spaces where your colleagues can focus, collaborate, and do their best work, you might be a great fit for this role! We have a strong in-person presence, so we really care that our office is a place where staff feel welcome and supported!

Responsibilities

Vendor Management and Coordination

• Coordinating with and managing vendors who handle day-to-day operations and maintenance of our office buildings, such as deliveries, office supplies and daily janitorial services
• Partnering with the extended Facilities team to keep the buildings running smoothly and to provide a safe, functional and comfortable environment for employees

Problem-Solving and Responsiveness

• Responding to an internal ticketing system within Service Level Agreements, with clear answers and excellent customer service
• Addressing facility or workplace issues promptly (elevator down, restroom flood, refrigerator not cooling, etc.), including engaging the right vendor
• Conducting minor repairs and maintenance tasks, and coordinating vendors for more complex repairs
• Providing emergency response support in partnership with Security, and helping us stay compliant with local codes

Program Ownership: HVAC and Moves

• Owning the HVAC program for our San Francisco offices, including larger HVAC projects, preventive maintenance, and mechanical vendor relationships
• Owning office moves, restacks and reconfigurations, from seat plan through move day
• Partnering with site coordinators, who handle routine comfort requests and floor-level needs

Organizational Skills and Adaptability

• Managing multiple competing priorities, with discernment on prioritization
• Setting up furniture configurations for onsite meetings and events
• Performing workstation setups, including monitors, monitor arms and other ergonomic equipment

Process Documentation and Culture Development

• Helping maintain our Standard Operating Procedures
• Developing and preserving office culture and norms
• Partnering closely with People Operations, Security and vendors

You might be a good fit if you

• Have 4+ years of experience in facilities coordination and building operations
• Have working knowledge of facilities-related systems like HVAC, elevators, plumbing and lighting, and can supervise maintenance, repairs and services
• Have coordinated office moves or reconfigurations
• Have a service-minded, solution-based approach, and are excited to take on essential behind-the-scenes work
• Enjoy rolling up your sleeves. No task is too big or too small
• Have excellent organizational and communication skills, and can multitask
• Can lift up to 50 pounds

Strong candidates may also

• Have managed HVAC projects or a preventive maintenance program
• Have run moves or restacks in a multi-building or high-growth environment
• Have prior experience with vendor management, food and beverage service, and hospitality
• Be interested in artificial intelligence and care that it is developed safely and beneficially
• Have experience managing permit, license and inspection requirements