Administration and Facilities Coordinator

Grail Family Services

Job Title: Administration and Facilities Coordinator

Salary Range: $50,000-$55,000 annually

Reports to: Director of Operations and HR

Grail Family Services Overview

Grail Family Services (GFS) partners with families, schools and communities to promote children’s success and well-being. We operate in a community where more than 50% of the children in local schools are not reading at grade level. At our preschool program, we strive to inspire a lifelong commitment to learning and to foster the intellectual, creative, social, emotional, and physical growth of all of our students. We believe that strong partnerships with parents are the key to success. We support children’s learning and development through innovative programs and partnerships that promote active learning and family engagement such as our Family Math Program, implemented in partnership with Stanford University’s DREME Network and our Building Blocks of ParentingTM (BBP) App implemented in partnership with Santa Clara County Office of Education Head Start Program and FIRST 5 Santa Clara County. For more information, please see our website at www.gfsfamilyservices.org.

Si Se Puede Collective Overview

The SSPC comprises five anchor organizations in the Mayfair neighborhood of East San José – Amigos de Guadalupe, Grail Family Services, the School of Arts and Culture at MHP, SOMOS Mayfair, and Veggielution. The SSPC formalizes the shared commitment of these organizations to serve low-income families living in the Mayfair community. By coordinating the work of these organizations, the SSPC aims to produce a much greater positive impact in the community than any one organization can do alone. The vision of the SSPC is for a Mayfair community that is rooted and thriving, where resilient families have confidence in their gifts, choices and dreams. The mission of the SSPC is to leverage the collective’s creativity, services and advocacy to create opportunities and access to basic needs, education, literacy, and community engagement. The individual organizations of the SSPC are committed to the following impact strategies to achieve its vision and mission.

POSITION SUMMARY

The Administration and Facilities Coordinator performs a range of administrative and office support activities to facilitate efficient Organizational operation. This person is responsible for overseeing the day-to-day operations of facilities with the organization. This includes managing maintenance and repair, coordinating with vendors and contractors, ensuring compliance with safety regulations and providing support to various departments. The person in this role helps create processes that ensure high levels of organizational effectiveness and accuracy. Facilities and Administration Coordinator will provide general administrative support, recordkeeping, coordination of events, collection of data maintaining confidentiality at all times. Some specific responsibilities are listed below.

DUTIES AND RESPONSIBILITIES

Administration

· General office duties, including answering phones, mail, inventory records, office supplies ordering and inventory, as well as greet and provide general support to clients, vendors and visitors

· Basic administrative duties, such as copying, files maintenance, handle incoming payments, assist with various audit requirements

· Assist HR in planning in-house or off-site activities, e.g. Special events, site visits, Board meetings, etc.

· Admin support of financial documents for annual audit

· Translate qualitative data into Spanish and English as needed

· Collaborate and work across departments within the agency to support administrative duties

Facilities management

· Schedule and oversee maintenance activities, including repairs, inspections, and preventive maintenance, to ensure facilities are in good working condition

· Coordinate with external vendors and contractors for maintenance, repairs and other facility-related services. Obtain quotes, negotiate contracts, and ensure work is completed satisfactorily and within budget

· Ensure facilities comply with safety regulations and standards. Conduct regular inspections to identify potential hazards and implement corrective actions as needed

· Assist in space planning and utilization, including office layout furniture arrangements, and allocation of resources

· Develop and implement emergency response plans, including evacuation procedures, emergency contracts and communication protocols. Conduct drills and training sessions to ensure staff are prepared to respond effectively in emergency situations

· Maintain accurate records of maintenance activities, inspections and expenditures. Maintain records accurately and up to date

· Prepare regular reports for management summarizing facility operations and performance

Physical Requirements

· Ability to lift and carry heavy objects

· Stamina to perform tasks that required physical exertion

· Mobility to move around the facility and access various areas

QUALIFICATIONS

· At least 3 years of experience in office and facilities management

· Proficiency in Google Suite, MS Word, Excel, PowerPoint, Access, Publisher, and Outlook

· Bilingual English/ Spanish-a must

· Must have a valid California driver’s license, insurance and reliable transportation

· Some college , BA or BS preferred

· Excellent organizational and multitasking skills

· Effective communication and interpersonal abilities

SKILLS AND COMPETENCIES

· Excellent attention to detail

· Creative problem solving skills

· Strong time management and organizational skills

· Excellent oral and written communication

· Quick learner, proactive and ready to take on new challenges

· Able to relate well to people from a variety of economic and ethnic backgrounds

OTHER REQUIREMENTS

· Must be 18 years of age or older

· Ability to pass a Criminal Background Check/Fingerprinting, per Title 22 regulations (obtained prior to start)

· Current negative Tuberculin test and health report, per Title 22 regulations (obtained prior to start)

· Able to lift up to 30 pounds chest high

· The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation

COMPENSATION & BENEFITS

· This is a fulltime position; must be willing to work some early morning, evenings and/or weekends

· Medical, vision and Dental Benefits, PTO, Holiday pay, 401K retirement plan with 5% employer match contribution, child care assistance available after 90 days of employment, pending eligibility and availability.

To apply, please reply with your resume

No phone calls, please.

GFS is an equal opportunity employer and strong encourages applications from people of color, persons with disabilities, women and LGBT applicants.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Language:

• Spanish (Required)

Work Location: In person