Facilities and Operations Coordinator

San Francisco, CA, United States

Facilities and Operations Coordinator

Salary Range: $53,481 - $64,177 Annually

GGRC is currently hiring for a Facilites and Operations Coordinator, this role reporting to the Manager/Supervisor of Operations, this position will handle everyday facility and operational aspects related to supporting our San Francisco, San Mateo, and Marin offices to ensure facilities are maintained and offices are able to operate smoothly. Support the Manager/Supervisor of Operations with ad hoc duties and projects.

What you'll Do:

General:

Primary contact for general office building issues and office vendors - maintenance, engineering, janitorial, breakroom supplies, shredding. Accept vendor deliveries and confirm services and deliveries.

Handle facility or supply requests.

Coordinate workstation/office assignments.

Maintain office seating maps and employee seating assignments.

Keycard administration and physical key tracking.

Purchasing

Organize purchase requests & quotes, generate purchase orders, submit orders to vendors, track shipping & order confirmations, and maintain computerized purchase order logs.

Adhere to all procurement guidelines and regulations as laid out by DGS, including competitive bids in compliance with the applicable sections of the Public Contract Code & the State Administrative Manual (SAM)

Help research special purchases requests from departments as needed.

Work closely with Accounts Payable to ensure proper accounting of purchases as it pertains to the General Ledger

Handle purchasing questions and needs for all offices locations.

Office Premises

Assist with office construction build outs or upgrades to existing space.

Set up conference/training rooms for staff as needed.

Review and process special requests for off-hours/weekend use of premises from staff.

Coordinate resolution of any facilities issues (HVAC, security, etc.).

Manage printing and bulk copying projects, including: o Business Cards & Nameplates o GGRC Envelopes, o Department Forms o Accounting Checks o GGRC Information Booklets, Flyers, etc.

Inventory/Supply Maintenance

Perform all receiving duties including coordination of deliveries and verification that goods received conform to GGRC Purchase Order requirements.

Organize and maintain supply and storage areas.

Organize recycling and disposal of obsolete furniture, equipment, etc. in accordance with DGS regulations.

Re-evaluate and improve on supply inventory & organization on a continuous basis to facilitate new needs and requirements of the offices.

Maintain an Inventory Control system (ID, tracking, disposal) for all GGRC physical assets; assessing/utilizing new technology to improve accuracy and efficiency of process.

Assist with DDS records requirements and audits.

Equipment Maintenance

Maintenance of copiers, printers, mail machines, scanners and other select equipment. Replace toner, refill paper when needed.

Provide staff with equipment as needed.

Serve as contact person for all equipment maintenance and repairs.

Office Furniture

Coordinate office furniture inventory for all office locations.

Assist in furniture and equipment movement and installation.

Oversee contract workers in furniture and equipment movements.

Work with HR to order and install accommodation equipment requirements.

Mail Room

Process incoming and outgoing mail, including mail for other office locations.

Retrieve mail from the building mailroom, process, and sort accordingly.

Operate and maintain computerized mail machine to post outgoing mail.

Bring posted mail to the post office daily and in a timely manner.

Assist with and process mail preparation/packaging, including FedEx or UPS mailings.

Handle deliveries and signature required delivery acceptance - supplies, subpoenas, etc.

Front Desk Coverage

Serve as primary back-up receptionist to the front desk. Handle calls and visitors.

Assist with booking conference rooms and multi-purpose rooms as needed.

Assist with requesting Visitor Guest badges as needed.

SF Breakrooms

Maintain SF breakrooms needs; spot clean, monitor, and replenish supplies and staples daily.

Place orders for staples as needed.

Other

Assist with set-up and tear down of conference rooms for special events and meetings.

Participate in special projects, and assist with additional duties or tasks, as assigned.

Where necessary, maintain all client information as confidential in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the California Lanterman Act

Who You Are

Must be available to work in-office Mondays-Fridays

Ability to develop standard business communications, using proper grammar, spelling and punctuation

Ability to convey complex information and ideas in a clear, concise, and professional manner.

Ability to operate basic office equipment, including scanners, copiers, faxes, phones.

Proficiency with MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe or similar software applications.

Comprehension of technical perspective of facilities/equipment.

Sufficient manual strength and dexterity to handle mailroom and operation duties.

Use of discretion and ability to maintain confidentiality.

Dependable, reliable, and resourceful.

Detail oriented.

Able to work independently and as a team.

Ability to multi-task and prioritize.

Ability to organize proficiently.

Must have access to reliable transportation.

Experience in multi-cultural settings and/or multi-lingual capacity

Requirements

High School Certification

3-5 years' office experience maintaining and servicing business operational needs and facilities

Benefits

What are the benefits to working with GGRC?

Generous Tuition Reimbursement Program that reimburses qualifying employees up to $10,000 per fiscal year.

We offer a comprehensive benefits package including Medical and Dental benefits with a generous employer contribution and additional employer paid Life, Disability and Vision coverage

10% employer contribution to a 403(b) retirement account to help you save for the future!

GENEROUS TIME OFF BENEFITS!!!

No really, we mean generous:

13 vacation days, 15 sick days, 10 paid holidays, 4 personal holidays, 3 winter holidays, and up to 5 paid days for continuing education

What makes GGRC so special?

GGRC values diversity, we believe in creating an environment where people of all backgrounds can collaborate to find solutions to complex problems. We are community minded and passionate.

GGRC values each person as a full, robust, and unique individual and interacts with each person in a manner that is respectful and responsive. We endeavor to place each person at the center of his, her or their own life. We approach each person as an expert on his, her or their own life and identity with a clear and attentive inquiry into what is important to, as well as important for, that one person (whether coworker or person-served, family member or other stakeholder).

How to apply:

GGRC values diversity; people of all backgrounds are encouraged to apply. Please complete the application and submit your most recent resume. If you feel that the questions do not accurately capture what you have to offer Golden Gate Regional Center, you are also welcome to attach a cover letter. Applications are being reviewed on a rolling basis so we encourage you to submit yours soon. We look forward to reading your application.

Golden Gate Regional Center is an Equal Opportunity Employer.

Employees are required to have the Covid-19 vaccine unless they have a religious or medical exemption.

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