Facilities Operations Coordinator, Large Non-profit Agency
About The Position
The Facilities Operations Coordinator provides the essential administrative and organizational backbone for facility upkeep and agency-wide logistics. Reporting to the Director of Operations, you will serve as the primary point of contact for resolving daily operational issues, ensuring that all sites remain safe, compliant, and supportive of the agency’s mission. This role requires a hands-on approach to managing the work orders of third-party vendors and coordinating internal office movements to maintain a seamless environment for staff and families. Wu Yee Children's Services is the premier provider of early childhood education in San Francisco, we operate 12 child development centers (pre-schools) and provide a variety of services and linkages for all families with children in San Francisco and the early childhood professionals that support them.
Requirements
- 2–4 years of experience managing third-party vendors, processing work orders, or working within a compliance-heavy environment (e.g., nonprofit or government).
- Demonstrated proficiency with Zendesk or similar ticketing and help-desk platforms to track and manage multi-use requests.
- Proven ability to act as a bridge between technical trades (HVAC, plumbing, electrical) and non-technical agency leadership.
- Strong interpersonal skills to coordinate the work of external contractors and provide clear updates to internal staff.
- Experience managing the moving parts of facilities operations in a fast-paced urban environment.
- Must be able to pass an FBI background check and TB test in order to work in and around our child development centers.
Nice To Haves
- Operational Agility: The ability to pivot quickly between administrative tasks and responding to urgent site-based maintenance needs.
- Coordination & Oversight: Exceptional skill in managing the schedules and deliverables of external partners to ensure high-quality service.
- Process Discipline: A meticulous approach to documenting work order progress and maintaining compliance-ready records.
- Relational Professionalism: The ability to build productive working relationships with both technical vendors and diverse program staff.
Responsibilities
- Submit, categorize, and monitor work orders through the agency’s ticketing system, ensuring tasks move from intake to verified completion.
- Closely monitor and facilitate the daily activities of the primary facilities vendor, aligning their schedules for janitorial services, deferred maintenance, deliveries, and preventative repairs.
- Serve as the first line of contact for all facility inquiries and emergency calls, prioritizing critical safety and security issues (e.g., HVAC, plumbing, alarms) over cosmetic repairs.
- Coordinate logistical needs for internal staff transitions and desk movements, ensuring necessary resources are available and schedules are communicated.
- Coordinate with security vendors to manage alarm codes, keys, and security system maintenance to ensure 100% site safety.
- Verify vendor invoices and insurance certifications to ensure adherence to government funding and 2 CFR Part 200 requirements.
- Maintain accurate records of facility supplies and equipment to prevent operational downtime.
Benefits
- Fully paid employee health, dental, and vision.
- 403b with matching contribution after 1 year.
- 14 holidays, 15 days vacation, and paid sick leave.
- Employee child care slots at reduced tuition on an as-available basis.
- Lots of opportunities for advancement across the organization.
- Extensive paid training and professional development.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
