Facilities Operations Coordinator

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 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 are dedicated to supporting community-based solutions shaped by the knowledge and experience of the people whose lives are most affected and informed by data. We recognize that meaningful solutions require patience, urgency, and 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 the maintenance and enhancement of the Foundation’s buildings and grounds in effort to sustain a safe, secure, fully functioning, high-quality work environment.

POSITION SUMMARY
A key member of the Facilities Department, the Facilities Operations Coordinator (FOC) provides administrative and operational support to the team. Reporting to the Facilities Manager, the FOC plays a vital role in ensuring the Foundation supports a safe, comfortable, productive work environment and facilities function efficiently. The FOC functions as a first point of contact for Facilities needs, greets and guides Facilities vendors, captures staff requests for facilities support, identifies custodial tasks, maintains safety documentation & protocols, assists with building controls and otherwise supporting the needs of the Facilities Manager and Team. The FOC partners closely with the Foundation’s Accounting, Finance, Legal, IT, Human Resources, and Workplace Services teams to ensure that Facilities expenses, invoices, contracts, safety programs (e.g., IIPP, WVPP) and budgets are accurate, compliant, and up to date. Working closely with Workplace Services when appropriate, the FOC will help set-up and tear down for events, and respond to security alarms. This position is required to be on-site at the Foundation five days a week.

PRIMARY DUTIES AND RESPONSIBILITIES
Facilities Operations
Function as a first point of contact and internal service provider, addressing daily maintenance needs quickly to ensure a safe and comfortable workplace. Log service requests, engage appropriate internal (e.g., Building Engineer) or external vendor, or otherwise complete basic Facilities tasks if no specialized skills are required (e.g., arrange meeting room furniture)
Build strong relationships with internal staff and deliver pro-active, prompt, courteous, and solutions-oriented support for all facilities-related requests
Under the direction of the Facilities Manager, serve as a department liaison for vendors and contractors (e.g., landscaping, security, waste removal, janitorial), ensuring services meet Foundation standards.
Schedule or otherwise arrange the work of external facilities vendors
Ensure building systems and equipment are in optimal condition; conduct or coordinate routine upkeep and basic Facilities tasks as needed
Recommend and/or assist with facilities-related improvement projects by gathering data and preparing reports with guidance from Facilities leadership
Respond quickly and effectively to building alarms or emergencies, investigating, and resolving issues to minimize disruption
Maintain accurate and updated space planning documentation, recommend seating assignments under guidance of Facilities Manager, and assist with internal office moves (e.g., distribute moving boxes, arrange for recycling bins, contract moving company)
Maintain accurate records of furniture and equipment inventory
Monitor and provide support for the Building Management System (BMS). Assist with building controls for temperature and humidity, and related items
Participate in the department’s off-hours on-call schedule

Facilities Administration  
Invoicing, Budgeting, Contracts, and Expenses
Process Facilities invoices in the Foundation’s financial systems, maintain knowledge of Facilities accounting structure to ensure accuracy of expenditures; coordinate with Facilities Manager and Facilities team to ensure invoices align with contract payment and that the schedule and work has been completed
In partnership with the Foundation’s Operations Managers and Operations Coordinators, actively participate in a “contracts” cohort, designed to establish a center of expertise, process ownership, and align practices across teams
Process service provider, vendor and consultant contracts, including partnering with vendors to initiate and complete all vendor compliance requirements, gather tax information, and maintain documentation
Track and ensure accuracy of operating budget for Facilities, and review with the Facilities Manager to discuss implications and adjustments to ensure team is within budget guidelines for the fiscal year as needed
Develop and maintain a deep understanding of the Foundation’s operations policies and processes as they relate to expenses, invoices, contracts, and operations budgets; create and maintain ongoing process documentation for Facilities team members as needed
Process expenses for members of the Facilities team; set and communicate requirements and timelines with team and work with individuals to obtain missing documentation or information
Provide coverage for other operations team members on contract and invoice processing
Prepare all necessary documentation for the Foundation’s annual carbon footprint calculation

Event & Team Coordination
Schedule, support, and/or lead preparation for/coordination of onsite repair work, department meetings, learning sessions, team retreats, etc.   
Working with Workplace Services, responsible for event support, including meeting room set-up, tear-down and re-arranging furniture as necessary
Plan and execute team recognition, teambuilding, and celebration events to build and enhance team culture, including scheduling, researching vendors, sourcing materials, creating impactful pre-and post-event communications, and facilitating day-of-activities
Monitor the Facilities’ ServiceNow portal, allocate requests to appropriate parties, communicate status to the staff members who requested services, etc.
Organize and maintain detailed knowledge of Facilities staff documents on shared network, including meeting documents, safety manuals, hazard assessments, recording any safety incidents, key reference files, and memos
Develop streamlined processes, and support creation of Facilities onboarding/offboarding process
Manage ongoing intranet curation, content, and posts for Facilities, including training staff members as needed (e.g., how to enroll in EV charging program, how office lighting works)
Provide administrative support to Facilities Manager including scheduling meetings, coordinating and booking vendors, and gathering meeting materials as needed
Support the onboarding process for new employees and external vendors, including conducting Facilities trainings/orientation and serving as a resource on relevant internal tools, policies, and processes

Organizational Partnerships
Serve as a point of contact for other Foundation departments, including the Office of the General Counsel, Finance & Accounting, Workplace Services, IT, and HR
Participate in, and/or lead, cross-Foundation projects and workgroups, as appropriate, to achieve Foundation goals 
Pursue ongoing professional development opportunities and participate in Foundation-wide training sessions

Other
Additional tasks, workstreams, or projects as assigned