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Berkeley, CA or Fremont, CA, US
Onsite
Facilities Operations
Coordinate day-to-day facilities operations across office, laboratory, manufacturing, and support spaces, adjusting priorities as business needs change.
Manage intake, prioritization, and tracking of facilities service requests in the work order system, ensuring response and resolution targets are met and escalating issues as appropriate.
Plan and schedule preventive and corrective maintenance and track completion against preventive maintenance schedules.
Conduct routine facility inspections, identify maintenance and safety needs, and follow issues through to resolution.
Monitor building systems, including HVAC, electrical, plumbing, lighting, and fire protection; troubleshoot routine issues and coordinate the response to alarms or system failures.
Analyze work order data to identify recurring issues and trends, and recommend corrective actions or process improvements.
May provide guidance or on-the-job training to newer team members, interns, or temporary staff.
Vendor Management
Select, schedule, and manage vendors and contractors for maintenance, repairs, and services, including obtaining and comparing quotes within established guidelines.
Ensure vendors and contractors comply with site safety, security, insurance, and permit requirements, including site orientation and escort as needed.
Inspect and verify completed work against scope and quality expectations, and resolve deficiencies directly with vendors.
Monitor vendor performance and service levels, and maintain vendor contacts, certificates of insurance, contracts, and service history.
Projects
Lead small to medium facility projects, such as office moves, furniture installations, workspace reconfigurations, and minor improvements, from planning through completion.
Develop project schedules, coordinate logistics, and communicate timelines and impacts to affected departments.
Track project scope, schedule, and budget; provide status updates and flag risks to Facilities leadership.
Support larger capital projects led by Facilities leadership or outside contractors as a project coordinator.
Compliance & Safety
Support compliance with OSHA, local building codes and regulations, and company policies in partnership with EH&S.
Coordinate emergency preparedness activities, such as drills, equipment checks, and inspections.
Maintain and audit records for inspections, permits, certifications, and preventive maintenance to keep the site audit-ready.
Identify safety concerns, coordinate corrective actions, and follow through to closure.
Administrative & Financial Responsibilities
Process purchase requests, reconcile invoices, and resolve billing discrepancies with vendors and Finance.
Track facilities spend against budget and provide cost data and inputs to Facilities leadership for forecasting.
Manage inventories of facilities supplies and equipment, including replenishment.
Maintain accurate facility records, floor plans, and maintenance documentation.
Develop reports and metrics (for example, work order response times, preventive maintenance completion, and vendor spend) for Facilities leadership.
Create and maintain standard operating procedures and process documentation for routine facilities activities.
Customer Service
Serve as a primary point of contact for employee facilities requests, responding promptly and professionally.
Communicate maintenance schedules and planned building activities to affected employees and departments.
Follow up to ensure issues are resolved in a timely manner, and handle escalated or sensitive concerns with sound judgment.
Experience
3–5 years of progressively responsible experience in facilities coordination, building operations, property management, or workplace services. Demonstrated experience independently managing vendors and service providers, coordinating projects, and working with work order (CMMS) systems. Experience in laboratory, manufacturing, or other technical environments is a plus.
Required Skills
Working knowledge of commercial building systems (HVAC, electrical, plumbing, fire/life safety) and ability to troubleshoot routine issues
Demonstrated ability to drive solutions to a close
Ability to manage multiple competing priorities and exercise sound judgment with minimal supervision
Strong project coordination, organizational, and time management skills
Experience managing vendors, including scope, quality, and cost
Excellent customer service, written, and verbal communication skills, with the ability to work across departments
Proficiency with Microsoft Office (Excel in particular) and CMMS/work order software
Analytical and problem-solving skills with strong attention to detail
Working knowledge of OSHA and building safety compliance requirements
Ability to work independently and collaboratively
Education
Bachelor's degree in Facilities Management, Business, Engineering, Construction Management, or a related field, or equivalent practical experience.
An Associate's degree with 4+ years of relevant experience, or a high school diploma/GED with 5+ years of relevant experience, will be considered.
IFMA FMP, CFM, or comparable facilities management certification.
Demonstrated experience acting as a site facilities lead or primary facilities point of contact, independently resolving complex operational issues with limited management oversight.
Experience developing or improving Facilities Operation programs, SOPs, operational standards, vendor management processes, or facilities metrics/KPIs.
Experience managing higher-complexity vendor relationships and scopes of work, including evaluating proposals, resolving escalated issues, and identifying opportunities to improve service or cost.
Experience providing technical or operational guidance to less-experienced team members and serving as a resource for facilities best practices.
Physical Requirements
Ability to walk throughout the facility for extended periods.
Ability to lift up to 25 pounds and climb ladders or access mechanical areas when necessary.
Occasional after-hours support for emergencies or special projects.
Success Measures
Meet response and resolution targets for facilities requests.
Complete preventive and corrective maintenance on schedule and within budget.
Manage vendors to scope, safety, quality, and cost expectations.
Maintain accurate, audit-ready documentation.
Deliver projects on schedule and within budget with minimal disruption to operations.
Identify and implement process improvements that increase efficiency, reduce cost, or improve the employee experience.
Contribute to a safe, organized, and well-maintained workplace.