Facilities Services Coordinator

Stanford University; Palo Alto (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

Stanford University is seeking a Facilities Services Coordinator to support the SoM campus through custodial, landscaping, bio-waste and recycling services. This 100% onsite role coordinates contracts, tracks work orders, and ensures safe, efficient facilities operations for students, faculty and staff.

You will work with OFPM and SoM teams to advance sustainability, manage small projects, and liaise with vendors while maintaining strong attention to detail and reliable attendance.

Qualifications

• Associate degree and two years related facilities administration experience, or a combination of education and experience.
• Minimum 2 years of relevant facilities experience in a professional environment.
• Excellent communication and relationship-building skills.
• Competence to manage multiple priorities and respond effectively with limited guidance.
• Proficient with CMMS (Oracle, Maximo) and Microsoft Office including Excel and Outlook.
• Strong organizational skills, attention to detail and ability to prioritize multiple tasks.
• Problem-solving mindset, ability to work independently and coordinate cross-functional teams.
• Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control.

Responsibilities

• Serves as the primary point of contact for facilities issues in assigned buildings and grounds; monitors completion of work requests.
• Oversees a network of service contracts (custodial, landscaping, recycling, and bio-waste) and tracks performance.
• Identifies, recommends and implements service and process modifications to avoid conflicts and increase sustainability, productivity, and/or cost reduction.
• Completes project coordination for department projects; acts as liaison; oversees/executing small, local projects.
• Serves as bio-waste management coordinator, adhering to safety and disposal procedures in lab settings.
• Coordinates communications services by providing updates, alerts, and notifications to building occupants.

Skills

Interpersonal skills

Communication

Multitasking

Vendor management

Safety knowledge

Project coordination

Education

Associate degree with two years related facilities administration experience

Tools

Oracle/Maximo

Microsoft Office

Excel

Outlook

Microsoft Project

Job description

The mission of the Office of Facilities Planning and Management (OFPM) in the School of Medicine is to plan for and manage the facilities needs of the School of Medicine community in the areas of facilities operations, capital planning and budgeting, projects from programming through occupancy, space inventory, and facility assets. In the pursuit of this mission, the office has an immediate opening for a Facilities Services Coordinator.StanfordUniversityisseekingaFacilitiesServicesCoordinatortomaintainthethrivingindoorandoutdoorenvironments for the School of Medicine (SoM).TheFacilitiesServicesCoordinatorisresponsibletofurtherSoM’ssustainabilityprojectsandserveastheliaisonforcontractedserviceswiththeOfficeofFacilitiesPlanningandManagement(OFPM)inthefollowingcoreareas:custodial,landscaping,bio-waste,andrecycling.Theday-to-day responsibilities assigned tothispositionadvanceexcellenceinmedicinethroughfacilitiesstewardship by preserving the beauty of SOM's campus and coordinating the operational needsforSoM’sesteemed students,facultyandstaff. This is 100% onsite

Duties include:

• Servesastheprimarypointofcontactforfacilities issues in assigned buildings and grounds; monitors completion of assigned work requests; regularlyperformsconditionassessmentsonappearance
• Overseesanetworkofservicecontracts(custodial,landscaping,recycling,andbio- waste) to address the operational needs; ensures fulfillment of contractedservices;developsinspectionsystemtotrackcompletionofservicesandreporton performanceofcontractedserviceswithrecommendations forimprovements.
• Identifies,recommendsandimplementsserviceandprocessmodificationstoavoidfaculty/staffconflictsandincrease sustainability, productivity, and/or costreduction.
• Completesprojectcoordinationby:performingtheassignedtaskswithindepartmentprojects;actingasaproject coordinator/liaison;overseeingandexecutingprojects(limitedtosmall,localprojects),includingtheirorganization,scheduling,andimplementation
• Servesasbio-waste management coordinator by correcting identified safety issues; understanding, communicating, and overseeing disposal procedures in labratory settings; participating in emergency preparedness, recovery, and business continuity coordination.
• Coordinatescommunicationsservicesby:providingupdates,alerts,andnotificationstobuildingoccupantsincludingwebsitesandphones.

DESIRED QUALIFICATIONS:

• Minimum 2 years of relevant facilities experience in a professional environment.
• Excellentcommunicationandrelationshipbuildingskills;
• Competencetomanagemultipleprioritiesandrespondeffectivelywithlimitedguidance;
• Drivetoestablishthemselvesasaleadingcontributor withinOFPMandSoM.
• Proficient with CMMS (i.e Oracle, Maximo), Microsoft Office, Excel, Outlook
• Strong organizational skills, attention to detail and ability to prioritize multiple tasks
• Problem-solving mindset, ability to work independently and coordinate cross-functional teams
• Facility Management Professional (FMP) desirable
• Punctual with strong attendance history

EDUCATION & EXPERIENCE (REQUIRED):

Associate degree and two years related, demonstrated facilities administration experience, or a combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups.
• Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates.
• Working knowledge of applications such as Excel, Word, PowerPoint, Project.
• Experience working with internal and external vendors and services contracting.
• Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control.

CERTIFICATIONS & LICENSES:

Valid California Non-commercial Driver's License.

PHYSICAL REQUIREMENTS*:

• Frequently stand/walk, seated, performs desk-based computer tasks.
• Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds
• Rarely; kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
• Ability to obtain and maintain a California Non-commercial Class Driver's license and drive day or night.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

WORKING CONDITIONS:

• Requires 24-hour response availability seven days per week for emergency situations.
• May be exposed to noise > 80dB TWA.
• May working at heights 4 - 10 ft.

* - Other duties may also be assigned