Facilities Coordinator / Facilities Specialist

Constellation Institute•Berkeley, CA

3d•Onsite

About The Position

Constellation is a collaborative workspace for AI safety research in downtown Berkeley, spanning five floors and hosting between 200-400 people per day from nonprofits, academia, industry, and government. Our members include some of the most influential people working on the problem of making AI go well for humanity, and the space they work in matters. We're looking for a dependable, hands-on Facilities Coordinator or Facilities Specialist to help keep that space running at a high standard. You'll work closely with our Site Operations Lead, supporting day-to-day facilities needs across a building that's part office, part research hub, part community anchor. This isn't a back-office role; you'll be a visible, trusted presence in a space where people spend long hours doing demanding work, and your contributions will directly affect their ability to do it well. This is a great fit for someone who takes pride in well-run spaces, enjoys variety, and wants to grow an operations career in a place where the work genuinely matters. Outside of the core work hours (M-F 8:30 AM–5:00 PM), this role may also require being onsite some evenings and weekends for events or urgent issues.

Requirements

Experience in facilities, office operations, or a similar hands-on coordination role; the amount and depth will inform which level we hire at
Strong organizational skills and ability to manage a high volume of tasks and requests
Comfortable working in a fast-moving, dynamic environment
Clear written and verbal communication
A service mindset; you care about giving users and staff a great experience
Proficiency with Slack and task management tools; experience with Asana or similar a plus
Comfort working both independently and as part of a small, collaborative team

Nice To Haves

Take pride in spaces that feel genuinely well cared for — not just functional, but good to be in
Enjoy being a reliable presence in a community of people doing important, demanding work
Like variety and can juggle competing priorities without dropping the ball
Are hands-on and happy to roll up your sleeves
Care about AI safety and want your day-to-day work to support it, even if you're not a researcher yourself

Responsibilities

Serve as first point of contact for facilities requests, resolving what you can directly, and escalating with context when needed
Respond to requests from a diverse community of researchers, staff, and visiting organizations who depend on the space to function well
Troubleshoot and escalate issues with vendors, building management, or equipment
Monitor and maintain office supplies, furniture, and equipment
Support coordination with our porter team on restocking, tidying, and common area upkeep
Support physical security operations including access control, camera monitoring, badge issuance, and visitor check-in for a community that values both openness and safety
Conduct routine space readiness checks across floors — flagging issues and keeping things in good shape for the researchers and teams who rely on them daily
Help coordinate vendor relationships and follow up on open maintenance requests
Assist with research and purchasing of furniture, equipment, and supplies
Support monitoring of desk, office, and meeting room utilization across a busy, multi-org building
Assist with setup and logistics for research events, workshops, and community gatherings
Work closely with the Site Operations Lead and broader operations team
Track tasks and facilities requests to ensure nothing falls through the cracks in a high-volume environment
Help document processes and recurring tasks