Facilities Coordinator

Filoli; Woodside (CA); On-site; USD 49,593 - 53,726; Full time

Job summary

Filoli is seeking a versatile Facilities Coordinator to care for our historic estate and public garden. You will balance project administration with hands‑on maintenance, acting as the hub for daily operations, construction projects and events.

You’ll manage work orders, inventory, and 'as built' records, support event setup, basic repairs, safety, and logistics. A degree in facilities/construction/PM and 2+ years of related experience are preferred.

Qualifications

• Associate or Bachelor’s degree with 2+ years in facilities/property/real estate coordination.
• Familiarity with blueprints, specs, OSHA safety regulations and permitting.
• IFMA certification bonus.
• Basic understanding of residential electrical circuits and mechanical systems.
• Valid Driver’s License required.

Responsibilities

• Manage and prioritize daily work orders using Monday.com and Google Workspace.
• Organize facilities supplies, coordinate purchasing, and maintain inventory records.
• Maintain as-built drawings and update preventive maintenance schedules.
• Serve as alternate staff technical expert for onsite control systems, phones and computers.
• Collaborate with Events to set up furniture, lighting, platforms and staging.
• Assist with maintenance tasks including carpentry, painting, plumbing, HVAC filters.
• Support shipping/receiving and maintain a safe, clean workspace.

Skills

Project coordination

Facilities management

Blueprints & specifications

OSHA safety

Electrical & mechanical knowledge

Driver's license

Team player

DEAI values

Education

Associate or Bachelor's degree in Facilities/Construction/PM

Technical certificates

Tools

Monday.com

Google Workspace

Job description

Facilities Coordinator at Filoli: Come to Work in a Living Masterpiece

Love history, nature, and keeping things running beautifully behind the scenes? Filoli is seeking a versatile, proactive Facilities Coordinator to care for our stunning historic estate and public garden. If you are a collaborative problem‑solver who thrives in a dynamic environment—balancing project management with hands‑on maintenance—we want to hear from you!

The Opportunity at a Glance

• Status: Full‑time, year‑round, and benefit‑eligible (30–40 hours per week).
• Hourly Rate: $36.00 to $39.00 (depending on experience)
• Schedule: Typically Sunday–Thursday or Tuesday–Saturday (8:00 AM – 4:30 PM).
• Flexibility: Because we host spectacular public events and seasonal celebrations, a flexible mindset for occasional evening, weekend, or holiday work is essential.

Role & Key Responsibilities

Reporting to the leadership team within Facilities, you serve as the organizational hub within the department. You will balance technical administration with physical on‑site support, ensuring that our daily operations, construction projects and special events go off without a hitch.

Project Tracking & Administration

• Work Order Wizard: Manage and prioritize daily incoming work orders using Monday.com and Google Workspace, keeping staff updated on project timelines.
• Supply & Inventory Management: Organize facilities supplies, coordinate purchasing with the Director, and maintain accurate inventory records.
• Keep the Records: Maintain “as built” construction drawings for new projects and update preventative maintenance schedules for our buildings and equipment.
• Tech Backup: Serve as the alternate staff technical expert for our onsite control systems, phones and computers.

Hands‑On Maintenance & Event Support

• The Magic Makers: Collaborate closely with the Events team to support the full lifecycle of events (including Nightfall and Holidays). This includes setting up furniture, lighting, platforms and staging areas.
• Fixes & Repairs: Assist the maintenance crew with scheduled and unscheduled quick fixes, ranging from basic carpentry, painting and plumbing to HVAC filter swaps and seasonal brush clearing.
• Logistics & Safety: Help with shipping and receiving by unloading heavy or oversized freight deliveries (like concrete statuary or fountains) and proactively keeping the workspace clean and safe.

Who You Are

You are a highly organized communicator who can keep a calm, positive demeanor in a fast‑paced environment where priorities can shift quickly.

• The Experience: An Associate or Bachelor's degree in Facilities, Construction, or Project Management (or equivalent technical certificates), paired with 2+ years of facilities, property management, or real estate coordination.
• The Knowledge: Familiarity with blueprints, specifications, OSHA safety regulations, and building/permitting policies. Bonus points for an International Facilities Management Association (IFMA) certification!
• The Technical Knack: Comfortable with general hand/power tools (saws, drills) and possessing a basic understanding of residential electrical circuits and mechanical systems.
• The Mindset: A true team player who values diversity, equity, accessibility, and inclusion (DEAI), viewing cultural differences as a core asset to our team culture. A valid Driver’s License is required.

Physical Reality Check: This role keeps you moving!

You must be comfortable walking across uneven terrain, climbing stairs, and standing for long stretches. You will frequently work on 12‑foot extension ladders and need the strength to lift and carry up to 60 lbs. (like beverage cases, equipment, and structural materials).

The Filoli Community

Filoli is built on a culture of integrity, hospitality, and continuous learning. We offer a supportive environment where your leadership, data‑driven decision‑making, and teamwork are celebrated. If you're ready to bring your organizational skills and mechanical aptitude to a historic landmark, we want to hear from you.