Facilities Coordinator

The Allen Institute for Artificial Intelligence; Seattle (WA); On-site; USD 75,000 - 92,000; Full time

Benefits offered by this job

Bonus plan

Job summary

Ai2 is seeking a Facilities Coordinator to join our high-performing Operations team. In this key role, you will lead the day-to-day management and continuous improvement of our dynamic office environment, ensuring an exceptional workplace experience that supports our world-class research and engineering teams.

We're looking for a proactive, detail-oriented professional with a strong track record in facilities coordination, office operations, and service excellence.

Qualifications

• 1+ years of Facilities/Office Coordinator experience.
• Ability to thrive in an ambiguous environment.
• Strong multitasking and attention to detail.
• Proactive and collaborative mindset.
• Excellent interpersonal and written/verbal communication.
• Advanced experience with Google Suite.

Responsibilities

• Establish relationships within the organization to provide excellent internal customer experience.
• Lead operations across offices including food service, events, cleaning, and maintenance.
• Staff the reception desk in partnership with the Office Manager.
• Ensure office is well-stocked with supplies.
• Oversee vendor deliveries and quality of goods/services.
• Handle logistical tasks to maintain a safe, clean office environment.
• Develop and manage vendor relationships (catering, property management, suppliers).

Skills

Facilities coordination

Office operations

Customer service

Communication skills

Google Workspace

Microsoft Office

Multitasking

Tools

Gmail

Google Apps

Excel

PowerPoint

Job description

Persons in these roles are expected to work from our offices in Seattle. On-site requirements vary based on position and team. If you have questions about on-site work arrangements for this role, please ask your recruiter.

Our base salary range is $75,000 - $91,800, and in addition we have generous bonus plans to provide a competitive compensation package.

Who You Are:

Ai2 is seeking a Facilities Coordinator to join our high-performing Operations team. In this key role, you will lead the day-to-day management and continuous improvement of our dynamic office environment, ensuring an exceptional workplace experience that supports our world-class research and engineering teams.

We're looking for a proactive, detail-oriented professional with a strong track record in facilities coordination, office operations, and service excellence. You bring advanced problem-solving skills, thrive in a fast-paced environment, and demonstrate exceptional judgment and follow-through. A natural collaborator and skilled multitasker, you anticipate needs, streamline processes, and deliver thoughtful, personalized support to create an efficient and welcoming workplace.

As a member of the team, you will help shape the future of our physical spaces, and serve as a trusted resource across the organization.

• Establish strong relationships and communication within all levels of the organization to provide excellent internal customer experience and personal connection. This may include use of Gmail and other G-suite products.
• Lead operations throughout our AI2 offices, including but not limited to food service, event support, cleaning and organizational projects/tasks, and basic maintenance functions in collaboration with internal and external partners
• Help staff the reception desk at our location by partnering with the Office Manager to ensure adequate coverage
• Ensure office is well-stocked with necessary supplies
• In collaboration with the team, ensure delivery and quality of goods and services from vendors and suppliers by receiving from the loading dock/front door and carrying or using carts to transfer goods
• Carry out operational/logistical tasks as assigned by Operations Manager to ensure a safe, clean and efficient office environment for all employees which may include walking, standing, and the use of cleaning supplies
• Work with senior team members to establish, review, and own vendor relationships (may include caterers, property management, trade vendors, and suppliers)

What You'll Need:

• 1+ years of Facilities Coordinator or Office Coordinator experience.
• Ability to thrive in an ambiguous and ever-evolving environment.
• Ability to multitask, work in a fast-paced environment, and have a high level of attention to detail.
• Self-starter, highly proactive, and collaborative.
• Positive, enthusiastic, and service-oriented attitude.
• Results-oriented with the ability to be flexible and work well under pressure.
• Excellent interpersonal skills with strong written and verbal communication abilities.
• Advanced experience with the Google Suite of software applications.
• Enthusiasm to work on a small, collaborative team.
• Experience with Microsoft Office, Excel, and PowerPoint and Google Apps.

Please note: This role is not eligible for remote work and is expected to perform duties in the office Monday - Friday.