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About the Role
The Facilities & Administrative Coordinator will ensure smooth day-to-day operations in the San Francisco office, providing administrative, clerical, and project-related support to key operations and program areas. This role is centrally positioned to learn about and influence all aspects of an impactful and innovative foundation.
Responsibilities
- Supports staff with use of all office equipment and ensures machines have adequate supplies.
- Serves as a central contact for troubleshooting and repair requests of all office equipment.
- Prepares and maintains files on all office equipment, appliances, furniture, and supplies, including warranties and maintenance requirements.
- Coordinates and oversees all cleaning, repairs, and facility-related services.
- Manages office supply orders and organizes storage closets.
- Assists the IT Department with on-site troubleshooting and provides general support.
- Answers telephone calls and directs callers to individual staff members.
- Processes incoming and outgoing mail and faxes.
- Serves as liaison to the building management for day-to-day matters and provides office keys and access cards to staff as needed.
- Attends all safety and emergency training sessions and informs staff about safety and emergency procedures.
- Manages the floor warden program and coordinates the activities of floor warden volunteers.
- Maintains kitchen, prepares coffee, orders, organizes, and stocks kitchen supplies.
- Coordinates with any caterers, including obtaining certificates of insurance and facilitating building access.
- Provides logistical support for medium/large group meetings onsite.
- Independently partners with other support staff for on-site meetings.
- Provides support to Program Associates and EAs during the planning, preparation, or managing of convenings onsite.
- Routinely attends Facilities and Administration team meetings and maintains a thorough working knowledge of priorities for operations and initiative areas.
- Maintains subscriptions to journals and other publications.
- Serves as the primary point of contact for external groups accessing the Foundation’s meeting space.
- Provides support with additional clerical and administrative tasks and projects as needed.
Requirements
- 3+ years of professional experience.
- Project management experience with the ability to manage multiple priorities simultaneously.
- Ability to manage relationships at all levels of the organization.
- Demonstrated ability to work collaboratively and in partnership with a wide variety of constituencies.
- Impeccable organization and high detail-orientation.
- Ability and willingness to perform a range of tasks.
- A commitment to diversity and inclusion.
- Experience working with diverse teams and successfully navigating cross-cultural communication.
- Deeply value creating a workplace that is supportive of difference.
Skills
- Organizational skills
- Multi-tasking
- Interpersonal skills
- Problem-solving
- Time management
- Prioritization skills
- Teamwork
- Adaptability
- Collaboration
- Emotional intelligence
- Communication skills
Location
- San Francisco
Work Type
- Full-time
- Hybrid
Experience Level
- 3+ years of professional experience
Salary/Compensations
- $110,000
Benefits
- Comprehensive insurance coverage
- 5+ months of paid family leave for new parents
- Generous 401(k) contribution (10%)
About the Company
- The James Irvine Foundation is a private, nonprofit grantmaking foundation dedicated to expanding opportunity for the people of California.
- The Foundation’s current focus is a California where all low-income workers have the power to advance economically.
- Since 1937 the Foundation has provided more than $2.92 billion in grants to organizations throughout California.
- The Foundation ended 2025 with $3.6 billion in assets and provided $160.2 million in grants.