Facilities Coordinator

Constellation Institute•Berkeley, CA

16d•Onsite

About The Position

The Facilities Coordinator is a hands-on, visible presence who helps maintain a high standard across a space that serves as an office, research hub, and community anchor. Working closely with the Site Operations Lead and broader operations team, the role owns inventory management, tracking, and purchasing for facilities, furniture, and hardware, while supporting the building’s day-to-day operations. The position is suited to someone who takes pride in well-run spaces, enjoys variety, and wants to grow an operations career while supporting work related to AI safety. Core work hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. The role may also require onsite work some evenings and weekends for events or urgent issues.

Requirements

Experience in a workplace coordinator, workplace associate, or similar hands-on operations role.
Direct experience managing inventory and/or purchasing processes, including informal experience.
Strong organizational skills and ability to manage a high volume of tasks and requests.
Comfort working in a fast-moving, dynamic environment.
Clear written and verbal communication skills.
A service mindset and care for providing users and staff with a great experience.
Proficiency with Slack and task management tools.
Ability to work independently and as part of a small, collaborative team.
Willingness to work onsite some evenings and weekends for events or urgent issues, as needed.

Nice To Haves

Experience with Asana or similar task management tools.
Interest in supporting AI safety, even without working as a researcher.

Responsibilities

Manage inventory for supplies, furniture, and equipment, including tracking stock levels and usage.
Research vendors, compare quotes, and place orders for supplies, furniture, and equipment.
Maintain accurate, up-to-date inventory records and flag discrepancies, overages, and supply-chain issues.
Serve as the first point of contact for facilities requests, resolving issues directly when possible and escalating with context when needed.
Troubleshoot and escalate issues involving vendors, building management, or equipment.
Coordinate with the porter team on restocking, tidying, and common-area upkeep.
Support physical security operations, including access control, camera monitoring, badge issuance, and visitor check-in.
Assist with setup and logistics for research events, workshops, and community gatherings.
Conduct routine space-readiness checks across floors and flag issues.
Work with the Site Operations Lead and broader operations team.
Track tasks and facilities requests to ensure they are followed through in a high-volume environment.
Document processes and recurring tasks, especially inventory and purchasing workflows.