Facilities Admin - Bay Area

Job Title: Facilities Admin Direct Supervisor: VP, Brand Management Status: Hourly Non-Exempt Location: Bay Area, CA COMPANY DESCRIPTION West Coast Fitness West Coast Fitness is a leading franchisee of Orangetheory® Fitness with 50 studios in Los Angeles, San Francisco’s Bay area, Sacramento, and Ohio. Our mission is to lead, support, and inspire the Orange Passion. We do this by focusing on our amazing and talented team and emphasizing the 3 Cs of Success - Clarity, Communication, and Collaboration. We strive to grow future leaders with an atmosphere of inclusivity, enthusiasm, and empathy. Established in Los Angeles, CA, in 2014, WCF prides itself on building teams that break records, innovate with intention, and continue to expand our reach – many of our original teams are still with us today! Orangetheory® Fitness Led by highly skilled coaches, each Orangetheory workout incorporates endurance, strength, and power elements through a variety of equipment including treadmills, rowing machines, TRX Suspension Training®, free weights, and more. As a heart-rate-based total-body group workout, OTF combines science, coaching, and technology to guarantee maximum results from the inside out. The result is more energy, visible toning, and a supercharged metabolism for MORE caloric afterburn, MORE results, and MORE confidence, all to deliver you MORE LIFE. JOB DESCRIPTION You’re the logistical engine behind our facilities network of ~48 boutique fitness studios across California (Bay Area, Sacramento, Los Angeles). You’ll support the entire facilities team (Coordinator, other Admin, Operations/PM) by handling vendor coordination, scheduling, work-order logistics, equipment/storage movement, documentation, and on-site vendor hand-offs — especially in the Bay Area. Your presence enables the rest of the team to focus on higher-level work, while you keep everything operational and ticking. ESSENTIAL DUTIES & RESPONSIBILITIES

• Receive, log, and route maintenance/repair work-orders for all studio regions; coordinate vendor dispatches or internal assignments
• Maintain and update the vendor database: contact info, trade specialties, insurance credentials, performance notes.
• Weekly on-site visits in Bay Area: schedule and coordinate vendor visits, meet with studio leadership, walk through studios for current or upcoming vendor scope, identify maintenance issues.
• Quarterly (minimum) Sacramento visits: similar walk-throughs, vendor coordination, scope review for the Sacramento region; additional visits as business needs dictate.
• Coordinate with storage/warehouse facilities: schedule equipment pick-ups / drop-offs, move necessary equipment or supplies from storage to studios or vendors, log all movements and inventory changes.
• Manage work-order ticketing/tracking: ensure all incoming requests are entered and assigned, monitor completion status, follow up on overdue tasks, escalate as needed.
• Coordinate preventive maintenance logistics: schedule vendor visits ahead of time (filters, lighting, minor mechanical), inform studio operations of upcoming work.
• Handle vendor invoicing/documentation: receive vendor invoices, verify scope of work completed, route for approval to Coordinator/Manager or VP; follow up on missing or incorrect documentation.
• Maintain parts/consumables inventory: track usage, maintain reorder logs, coordinate replenishment under direction.
• Compile monthly/quarterly reports: vendor activity, open ticket statistics, total cost, vendor performance across regions; deliver to Facilities team and VP.
• Communicate with studio leadership: notify scheduling of vendor visits, ensure access to site, minimize disruption to classes/members, post-visit check-ins.
• Maintain documentation: vendor contracts/agreements, insurance/warranty records, site-visit logs, equipment movements, travel/mileage logs for on-site visits.
  
  

QUALIFICATIONS PERFORMANCE METRICS & KPIs WORK CONDITIONS & LOGISTICS AAP/EEO Statement: Our Company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Job Type: Full-time, hybrid/in-office Pay: $33-35/hour, depending on experience

• Education: High school diploma or equivalent; some college coursework preferred; valid Driver’s License
• Knowledge Experience o 1-3 years of administrative or operational experience in multi-site settings, vendor coordination, or facilities support o Strong organizational, scheduling, and follow-through skills o Excellent communication (verbal, written) and vendor/stakeholder coordination abilities o Comfortable working remotely and handling logistics for multiple regions o Willing and able to travel: weekly in Bay Area, quarterly (minimum) to Sacramento and as needed; reliable local transport required
• Preferred
• Experience in fitness/wellness/retail multi-site environment
• Familiarity with work-order or facilities management software (CMMS)
• Basic knowledge of building systems (HVAC filters, lighting, plumbing repairs) or demonstrable willingness to learn
• Experience coordinating equipment/parts logistics or storage-to-site logistics
• Percentage of weekly scheduled on-site vendor walk-throughs completed in Bay Area
• Time from maintenance request to vendor dispatch
• Percentage of vendor jobs completed with sign-off and correct scope/documentation
• Number of open/unresolved work-orders/backlog in region
• Accuracy and completeness of vendor documentation (insurance, credentials, scope match)
• Studio operations satisfaction with vendor coordination and scheduling
• Efficiency of equipment/storage logistics: pickups/drop-offs completed on schedule, inventory accuracy
• Prolonged periods of sitting and/or standing at a desk
• Extended hours in front of a computer screen
• Remote-based role; primary coordination via phone, email, ticketing system
• One day per week on-site in Bay Area for vendor/studio walk-throughs
• Minimum one visit per quarter to Sacramento (and additional trips as required)
• Occasional trips to storage/warehouse location(s) for equipment logistics in
• Bay Area or Sacramento region; mileage/travel reimbursed
• Some flexibility in schedule to facilitate vendor work outside regular hours or to align with class schedules
• Must have reliable transportation, be comfortable doing site-visits, walking a studio, inspecting vendor work, taking photos, etc. COMPENSTION & BENEFITS
• Hourly wage: $33 – $35/hr (approx. $68,000-$73,000 annually if full-time)
• Benefits: health, dental, vision; PTO; 401(k) savings account; wellness/studio access perks
• Travel/mileage reimbursement for on-site vendor visits, storage logistics, Sacramento trips