Full-Time Facilities Operations Coordinator
Job Description
About the David and Lucile Packard Foundation
Founded in 1964 by David and Lucile Packard, the Packard Foundation is a family philanthropy dedicated to supporting leaders and organizations around the world working to invest in children and families, protect and restore the natural world, and create just and inclusive societies.
For more than six decades, the Foundation has advanced scientific innovation, championed reproductive health and rights, conserved and restored our natural world, and invested in the well-being of children and families. To achieve lasting change, we also strive to address root causes of longstanding problems, including building a thriving, resilient U.S. democracy; advancing racial justice in the United States and gender equity globally; and supporting a strong civil society around the globe.
Inclusive collaboration is at the heart of our approach. We believe that actively listening to and learning from people with a wide range of views is the best way to create solutions that match the scale and urgency of the challenges we face. We support community-based solutions shaped by those most affected and informed by data. We recognize that meaningful solutions require patience and urgency, supporting the conditions for transformational change. We are committed to addressing complex issues over the long term while making tangible progress today.
Our Vision: A just and equitable world where both people and nature flourish.
Our Mission: We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world.
Our Values: Equity, Integrity, Belief in Individual Leadership, Thinking Big, Respect, and Effectiveness.
Department Overview
Facilities is responsible for maintaining and enhancing the Foundation’s buildings and grounds to sustain a safe, secure, fully functioning, high-quality work environment.
Position Summary
The Facilities Operations Coordinator (FOC) provides administrative and operational support to the Facilities Department. Reporting to the Facilities Manager, the FOC plays a vital role in ensuring a safe, comfortable, and productive work environment. The FOC serves as a first point of contact for facilities needs, greets and guides vendors, logs staff requests, identifies custodial tasks, maintains safety documentation, assists with building controls, and supports the Facilities Manager and team.
This position partners closely with Accounting, Finance, Legal, IT, Human Resources, and Workplace Services to ensure accurate and compliant facilities expenses, invoices, contracts, and safety programs. The FOC also helps set up and tear down for events and responds to security alarms. This position is required to be on-site five days per week.
Primary Duties and Responsibilities
Facilities Operations
- Serve as the first point of contact for daily maintenance needs and ensure a safe and comfortable workplace.
- Log service requests and engage the appropriate internal or external vendor, or complete basic facilities tasks when possible.
- Build strong relationships with internal staff and provide proactive, courteous, and solutions-oriented support.
- Serve as department liaison for vendors and contractors (e.g., landscaping, security, janitorial) under direction of the Facilities Manager.
- Schedule and coordinate external vendor work.
- Ensure building systems and equipment remain in optimal condition; coordinate routine upkeep as needed.
- Assist with facilities improvement projects, including data gathering and report preparation.
- Respond promptly to building alarms or emergencies, investigating and resolving issues.
- Maintain space planning documentation, recommend seating assignments, and assist with internal office moves.
- Maintain furniture and equipment inventory records.
- Support Building Management System (BMS) operations, including temperature and humidity controls.
- Participate in the department’s off-hours on-call schedule.
Facilities Administration, Invoicing, Budgeting, Contracts, and Expenses
- Process invoices in financial systems and ensure expenditure accuracy.
- Coordinate with Facilities Manager and team to ensure invoices align with contract schedules and completed work.
- Participate in the Foundation’s “contracts cohort” to align practices across teams.
- Process vendor and consultant contracts, ensure compliance, gather tax information, and maintain documentation.
- Track and review operating budgets with Facilities Manager to ensure adherence to fiscal guidelines.
- Maintain process documentation for team members related to expenses, invoices, contracts, and operations budgets.
- Process team expenses and ensure documentation accuracy and timeliness.
- Provide coverage for other operations team members as needed.
- Prepare documentation for the Foundation’s annual carbon footprint calculation.
Event and Team Coordination
- Schedule and support onsite repairs, department meetings, learning sessions, and retreats.
- Support event setup, teardown, and furniture rearrangement in collaboration with Workplace Services.
- Plan and execute team recognition and teambuilding events, including vendor sourcing and communications.
- Monitor the Facilities ServiceNow portal, assign requests, and communicate status updates.
- Maintain organized Facilities documentation, including safety manuals, hazard assessments, and incident reports.
- Support the creation of streamlined processes and onboarding/offboarding procedures.
- Manage intranet content for Facilities and train staff on relevant tools and programs (e.g., EV charging, lighting systems).
- Provide administrative support to the Facilities Manager, including scheduling, vendor coordination, and meeting preparation.
- Support onboarding for new employees and vendors through training and policy guidance.
Organizational Partnerships
- Serve as a point of contact for other departments, including Legal, Finance, Workplace Services, IT, and HR.
- Participate in or lead cross-foundation projects and workgroups to advance Foundation goals.
- Pursue professional development opportunities and participate in Foundation-wide training sessions.
Other
- Perform additional tasks or projects as assigned.
Qualifications
Education
- Associate’s degree or equivalent education and experience required.
Experience
- Minimum of 4–5 years of operations and administrative experience in a fast-paced, facilities-oriented environment.
Knowledge, Skills, and Abilities
- Commitment to the Foundation’s mission, vision, and values.
- Strong aptitude for administrative, operational, and financial processes.
- Ability to coordinate across internal and external stakeholders effectively.
- Basic knowledge of building systems (HVAC, plumbing, electrical, lighting, landscaping).
- Familiarity with Building Management Systems (BMS) and facilities terminology.
- Interest in energy efficiency and LEED Platinum performance goals.
- Ability to manage multiple priorities, meet deadlines, and respond proactively to work requests.
- Excellent attention to detail and accuracy.
- Strong verbal and written communication skills.
- Team-oriented and dependable; able to work under pressure.
- Commitment to diversity, equity, inclusion, and belonging (DEIB) in the workplace.
- Experience with MS Outlook, Word, Excel, PowerPoint, and digital filing systems; experience with digital organizing tools a plus.
Compensation and Benefits
The position is full-time with a salary range of $88,000 – $106,000 annually. The actual salary may vary depending on education, experience, skills, and internal equity. Offers are determined based on years of experience and salary equity practices.
The Packard Foundation offers excellent benefits, including:
- Medical (HMO and HDHPs), dental, and vision coverage
- 15% employer contribution to employee retirement plan
- Life and disability insurance
- Vacation and sick leave
- Adoption and fertility benefits
- Financial wellness and health advocacy programs
- Paid volunteer time and matching grants for nonprofit contributions
- Commute assistance and tuition assistance
Hybrid Work Policy
Under the Foundation’s current hybrid work policy, staff are expected to be in the office on Tuesdays and Wednesdays each week. For the Facilities Department, this position requires being on-site five days a week.
Equal Employment Opportunity
The Packard Foundation is an equal employment opportunity employer. We recruit, hire, train, promote, compensate, and provide benefits based on merit, qualifications, job requirements, and legitimate business factors. We are committed to equity and inclusion in all employment practices.