Facility Administrator III

The Fountain Group; Mountain View (CA); On-site; USD 43,000 - 61,000; Part time

Job summary

The Fountain Group is seeking a Facilities Admin in Mountain View, CA to support cafeteria operations, breakroom services, janitorial tasks, and VIP event support for SRA's Workplace Solutions group. Expect vendor coordination, invoice review, PO processing, and budget oversight as part of the role.

On-site from 8am to 5pm, the position emphasizes service delivery, attention to detail, and collaboration with Facilities, HR, and Finance teams; two interview rounds are planned for selection.

Qualifications

• Minimum 2 years in operations or facilities management in a corporate setting.
• Excellent written and verbal communication.
• Strong vendor management experience with contracts and performance.
• Detail-oriented with high organizational skills.
• Ability to plan events and coordinate with multiple teams.

Responsibilities

• Vendor management: manage service vendor agreements, renewals, terminations, and review invoices.
• Cafeteria management: oversee cafeteria operations, contracts, subsidies, and food quality.
• Janitorial and breakroom: inspect cleanliness, coordinate repairs, and maintain equipment.
• Event coordination: plan campus events, manage vendor support and budgets.
• VIP suite support: coordinate reservations and setup for VIP guests.
• Administrative tasks: manage supplies, respond to requests, and draft announcements.

Skills

Detail oriented

MS Office

Outlook

MS Teams

ChatGPT

Gemini

Vendor management

Budgeting

Event coordination

Administrative support

Job description

Pay: $37.46

• Part of Workplace solutions group at SRA
• Current contractor is leaving for maternity leave in November – want to replace her for about 6 months. Jeff is unsure if she'll extend her leave, come back or how it may play out.
• Position is a Facilities Admin that will support Jiyun and their operations – this group particular focused on Cafeteria operations at SRA + other services (breakroom, coffee bar, janitorial, pest control, supporting high profile VIP's, Corporate Events throughout the years. So part of big operations at SRA. Daily there's probably ~150 folks for breakfast, and ~800 folks for lunches.. 60% of their duties will be Cafeteria Operations focused, ensuring vendors are operating properly.
• Onsite 8am to 5pm
• Skillsets sought – someone very detail oriented, skilled in MS Office, Outlook, MS Teams, chatgpt/gemini etc.
• Any corporate / Facilities experience in tech world desired – corporate Events + Cafeteria operations (emphasized) – invoice management, managing PO's
• There are a lot of equipment in the cafeteria + kitchen, so there is facilities collaboration expected – we have others that deal with Facilities + Maintenance, so this person will be more focused on kitchen, breakroom. This person will be more service related cafe , janitorial, event coordination.
• Would do 2 rounds of interviews –

• I was just curious about the scale or size of events and # of personnel utilizing the Cafeteria and such? we have a large event coming up soon, maybe over 20 guests, viewing exhibitions in auditorium.. 2nd day will use entire Cafeteria with over 100 folks... will coordinate with Cafeteria vendors to assist with Catering. We're not hosting, we just assist – the team hosts
• How much vendor ownership? Jiyun really handles all the contracts, could assist with but wouldn't be responsible.

RESPONSIBILITES

Vendor Management

• Manage service vendor agreements, including renewals and terminations for facility needs.
• Conduct quality control checks for each vendor under your responsibility.
• Perform RFP (Request for Proposal) and RFQ (Request for Quotation) processes as needed.
• Review invoices to ensure all services received and amounts billed align with contract terms.
• Handle vendor registrations and process purchase orders (POs) as required.
• Collaborate with the purchasing, finance, and legal teams to lead contract negotiations and approvals.
• Manage yearly budgets, maintain records, and analyze financial data.

Cafeteria Management

• Oversee cafeteria vendor contracts, including agreements, renewals, terminations, operations, invoices, subsidy policies, and food quality.

• Work with HR and Finance teams to establish and update company policies as needed.
• Plan and manage cafeteria and kitchen facility maintenance schedules, including equipment replacements.
• Assist senior planner to manage yearly budgets for cafeteria operations.
• Attend weekly cafeteria meetings to address operational concerns and improve service quality.

Janitorial Service

• Conduct regular site inspections to ensure cleanliness and maintenance standards are met.
• Coordinate with the janitorial team for repairs, refills, utility tasks, and other maintenance needs.

Breakroom management

• Inspect the employee breakroom area regularly and coordinate with the facility team for furniture layout, repairs, rearrangements, or other maintenance needs.
• Manage coffee and water service vendors, ensuring consistent and high-quality service.
• Oversee and maintain appliances and recreational supplies in the breakroom to ensure functionality and availability.

Event Coordination

• Plan campus-wide events for employee engagement, including budget approvals, planning, and execution.
• Manage event requests from across the campus, confirm details, and coordinate with vendors for support.
• Ensure proper setup and execution of events by collaborating with relevant teams.

VIP Suite Management and VIP Support

• Maintain inventory of VIP suite supplies and amenities to ensure availability for guests.
• Coordinate reservations, approvals, setups, and support (IT/Security/Facility) for VIP suite usage.

Administrative Tasks

• Manage and maintain office supplies, including inventory tracking and ordering.
• Monitor and respond to incoming requests via email and ticketing systems.
• Draft and distribute announcements for the Facilities team as needed.
• Update company guidelines managed by the team.

QUALIFICATIONS

1. Minimum 2 Years of Proven experience in operations, facility management, food facility management, or a related field in a corporate environment. 5-7 years of professional work experience overall.
2. Excellent Communication Skills: Strong oral and written communication abilities to interact effectively with vendors, internal teams, and stakeholders.
3. Strong Vendor Management Experience: Demonstrated expertise in managing vendor relationships, contracts, and performance across various service areas.
4. Attention to Detail and Organizational Skills: High level of precision and organizational capability to manage contracts, budgets, and operational details efficiently.
5. Problem-Solving and Analytical Skills: Ability to identify issues, analyze data, and implement solutions to optimize vendor performance and operational efficiency.
6. Great Work Ethic: Commitment to delivering high-quality work and maintaining professionalism in all responsibilities.
7. On-Site Presence: Availability for 5 days on-site to oversee operations and ensure seamless coordination with teams and vendors.
8. Microsoft Office and any software in a corporate environment.