Facilities Coordinator

Golden Gate Regional Center; San Rafael (CA); On-site; USD 42,000 - 51,000; Full time

Job summary

A leading company in the community sector is seeking a Facilities Coordinator to maintain an efficient office environment in their Marin location. This role involves managing everyday facility processes, supporting on-site staff with organizational needs, and overseeing maintenance and supplies. The ideal candidate will have extensive experience in office administration, exceptional communication skills, and the ability to work independently while managing multiple priorities. If you thrive in a dynamic setting and appreciate the importance of creating a well-organized work environment, this opportunity may be perfect for you.

Benefits

Medical and Dental benefits with employer contribution

10% employer contribution to 403(b) retirement account

Generous time off benefits, including 13 vacation days and 15 sick days

Paid holidays and personal holidays, plus education leave

Qualifications

• 3-5 years of related experience in office administration focusing on business operations and facility management.
• Ability to multi-task and prioritize tasks effectively.
• Experience working in multi-cultural settings is desired.

Responsibilities

• Responsible for general office needs and facility maintenance.
• Manage mailroom functions and oversee supply inventory and equipment maintenance.
• Serve as a point of contact for vendor services and troubleshoot facility issues.

Skills

Office equipment operation

Communication

Organization

Attention to detail

Time management

Education

High School Certification

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Adobe or similar software

Job description

Facilities Coordinator

Starting Salary Range: $42,193 - $50,632

GGRC is hiring for a Facilities Coordinator who will be reporting to the Manager/Supervisor of Operations, this position will handle everyday facility processes related to the support of our Marin office to ensure facilities are maintained and offices are able to operate smoothly. Support the Manager/Supervisor of Operations with ad hoc duties and projects.

This role will require you to travel within the Counties of San Francisco, San Mateo, and Marin on an as needed basis; may be required to travel to other locations periodically. You will need access to reliable transportation permitting travel to and between different locations throughout the day in order to perform the outlined responsibilities of the position.

What You'll Do:
General:

• Responsible for general office needs and organization and facility maintenance needs. Including but not limited to mailroom-related functions, ordering office supplies, responding to daily staff requests, process deliveries, process vendor services, and front desk phone coverage. Communicate on-site facility or maintenance issues and services to staff.

Office Premises/Facilities:

• Oversee and maintain general office organization and cleanliness in all common areas, including conference rooms, public meeting rooms, breakrooms, and mailroom.
• Work with building engineering as needed.
• Oversee office vendors and janitorial teams.
• Work with Property management staff as needed.
• Research, request and review service or purchase bids.
• Process and confirm facility maintenance or service requests.
• Screen and handle workstation issues and repairs.
• Set-up and tear down conference rooms for events, meetings, and training.
• Assist Staff with Conference Room AV set-up as needed. Troubleshoot and process fixes as needed.
• Work with the property’s Security vendor on building access.

Mail Room

• Collect, sort, and distribute incoming mail and packages.
• Assist with outgoing mail preparation/packaging, including FedEx or UPS mailings.
• Operate and maintain computerized mail machine to post outgoing mail.
• Post outgoing mail. Deliver posted mail to the post office box daily and in a timely manner.
• Handle and distribute deliveries and signature required delivery acceptance, including subpoenas and court documents in a timely manner.

Front Desk Coverage

• Serve as back-up to the front-desk/receptionists.
• Handle calls and visitors professionally and appropriately
• Assist with booking conference rooms and public meeting rooms as needed.

Inventory/Supply Maintenance

• Request or order office supplies and staples as needed.

• Perform all receiving duties including coordination of deliveries and verification that goods received conform to GGRC Purchase Order requirements.
• Organize and maintain supply and storage areas.
• Process recycling and disposal of obsolete furniture, equipment, etc. in accordance with DGS regulations.

Equipment Maintenance

• Maintain copiers, printers, mail machines, scanners and other select equipment. Replace toner, refill printer paper, place service requests and supply orders as needed.
• Serve as contact person for all equipment maintenance and repairs.

Other

• Participate in special projects and assist with additional duties or tasks, as assigned.
• Maintain office equipment and appliances, submit service requests as needed.
• Work with IT and Supervisors on new hire needs and seat assignments.
• Maintain and distribute Office Floor Plans.
• Assist with print and bulk copying projects and orders, including:
• Business Cards & Nameplates
• GGRC Envelopes,
• Department Forms
• GGRC Information Booklets, Brochures, and Flyers, etc.

Education

• High School Certification

Experience

• 3-5 years of related experience in office administration, focusing on business operations and facility management.

Skills

• Must be available to work in-office Mondays through Fridays

• Ability to develop standard business communications, using proper grammar, spelling and punctuation
• Ability to convey complex information and ideas in a clear, concise, and professional manner.
• Ability to operate basic office equipment, including scanners, copiers, faxes, phones.
• Proficiency with MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe or similar software applications.
• Comprehension of technical perspective of facilities/equipment.
• Sufficient manual strength and dexterity to handle mailroom and operation duties.
• Use of discretion and ability to maintain confidentiality.
• Dependable, reliable, and resourceful.
• Possess high attention to detail.
• Able to work independently and as a team.
• Ability to multi-task and prioritize.
• Ability to organize proficiently.
• Access to reliable transportation a plus.

Competency Traits

• Initiative

• Accountability
• Customer service orientation
• Attention to detail
• Analytical thinking
• Organizational ability
• Time management
• Collaboration/teamwork
• Adaptability

Desired Qualifications

• Experience in multi-cultural settings and/or multi-lingual capacity

What are the benefits to working with GGRC?

We offer a comprehensive benefits package including Medical and Dental benefits with a generous employer contribution and additional employer paid Life, Disability and Vision coverage

10% employer contribution to a 403(b) retirement account to help you save for the future!

GENEROUS TIME OFF BENEFITS!!!

No really, we mean generous:

13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education

What makes GGRC so special?

GGRC values diversity, we believe in creating an environment where people of all backgrounds can collaborate to find solutions to complex problems. We are community minded and passionate.

GGRC values each person as a full, robust, and unique individual and interacts with each person in a manner that is respectful and responsive. We endeavor to place each person at the center of his, her or their own life. We approach each person as an expert on his, her or their own life and identity with a clear and attentive inquiry into what is important to, as well as important for, that one person (whether coworker or person-served, family member or other stakeholder).

How to apply:

GGRC values diversity; people of all backgrounds are encouraged to apply. Please complete the application and submit your most recent resume. If you feel that the questions do not accurately capture what you have to offer Golden Gate Regional Center, you are also welcome to attach a cover letter. Applications are being reviewed on a rolling basis so we encourage you to submit yours soon. We look forward to reading your application.

Golden Gate Regional Center is an Equal Opportunity Employer.