Operations & Facilities Impact Coordinator

1440 Multiversity; Scotts Valley (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

1440 Multiversity in Scotts Valley, CA is seeking an Operations Administrator to ensure daily operations run smoothly across the Operations, Facilities, and Housekeeping teams. You will provide administrative support, coordinate workflows, and help keep information organized and accessible.

The role emphasizes process improvement, project coordination, and collaboration with leadership to maintain schedules, vendor relations, and documentation, enabling teams to focus on guest experiences and

Qualifications

• Minimum three years of experience in an administrative, operations, hospitality, facilities, project coordination, or related role.
• Excellent written and verbal communication skills.
• Strong organizational, planning, and prioritization skills.
• Proficiency with Microsoft Office and digital recordkeeping systems.

Responsibilities

• Provide direct administrative and operational support to Operations, Facilities, and Housekeeping leadership.
• Manage calendars, meetings, recurring workflows, departmental schedules, and operational priorities.
• Prepare meeting agendas, presentations, communications, and supporting materials.
• Capture meeting notes, track action items, and ensure timely follow-through on key initiatives.
• Help maintain visibility and accountability across multiple operational projects and priorities.
• Coordinate purchasing activities for equipment, supplies, uniforms, and operational materials.
• Track orders, deliveries, invoices, contracts, and vendor documentation.
• Support invoice processing, expense tracking, and operational reporting.
• Serve as a primary point of contact for vendors and contractors, coordinating scheduling, communication, and site access.
• Assist leadership with competitive bid processes, vendor evaluations, and contract administration.
• Support administration of work order systems, including tracking, prioritization, reporting, and completion follow-up.
• Maintain preventative maintenance schedules, inspection records, certificates, and compliance documentation.
• Organize and maintain standard operating procedures, operational documentation, and departmental records.
• Support inventory management systems, operational databases, and shared departmental tracking tools.
• Help streamline workflows and improve organizational efficiency across operational departments.
• Conduct research and gather information to support operational improvements and purchasing decisions.
• Maintain organized filing systems and ensure information remains current, accurate, and accessible.
• Support operational projects and campus initiatives from planning through completion.
• Coordinate onboarding logistics, including uniforms, supplies, workspace readiness, and departmental setup.
• Assist leadership with operational documentation and confidential employee records.
• Support communication and coordination across multiple operational teams.

Skills

Highly organized

Attention to detail

Strong communication

Independent worker

Project coordination

Tools

Microsoft Office

Digital recordkeeping systems

Job description

1440 Multiversity in Scotts Valley, CA is seeking an Operations Administrator to ensure daily operations run smoothly across the Operations, Facilities, and Housekeeping teams. You will provide administrative support, coordinate workflows, and help keep information organized and accessible.

The role emphasizes process improvement, project coordination, and collaboration with leadership to maintain schedules, vendor relations, and documentation, enabling teams to focus on guest experiences and