Facilities Project Coordinator

Jewish Community Center of San Francisco•San Francisco, CA

8h•$82,000 - $87,000•Onsite

About The Position

The Facilities Project Coordinator supports the day-to-day operations of the Building Operations department by coordinating facilities requests, work orders, vendor activities, preventive maintenance workflows, and operational administration. The role serves as a central point of coordination and follow-through to help ensure facilities activities are organized, tracked, communicated, and completed consistently and on time. Working under the supervision of the Senior Project Manager, the coordinator manages routine workflows with initiative and appropriate autonomy, resolves issues within established procedures, and escalates matters requiring technical, budgetary, compliance, or leadership decisions. The position supports strategic facility initiatives anticipated over a two-year period. Employment is at will and is expected to continue through approximately fall 2028, depending on project completion dates and schedules. The position is primarily on-site at JCCSF facilities, with occasional remote work potentially considered for appropriate tasks and operational needs. Work takes place in office, program, storage, mechanical, and other operational spaces and involves regular movement throughout the facility and frequent interaction with staff, vendors, contractors, and Building Operations team members. The employee may occasionally encounter noise, dust, active maintenance work, mechanical equipment, and varying temperatures. Duties include walking, standing, sitting, using stairs, accessing storage and operational areas, and lifting and carrying items up to 20 pounds; reasonable accommodation may be provided as appropriate. The position is benefited and non-exempt, with a 40-hour workweek. The schedule is Monday through Friday during general business hours, with occasional early mornings to work with contractors and occasional nights or weekends as needed for emergencies.

Requirements

Associate or bachelor’s degree, or an equivalent combination of education and relevant experience.
Two or more years of experience in facilities coordination, workplace operations, office administration, property management, hospitality, or a similar operational support role.
Experience coordinating maintenance requests, vendors, contractors, or service providers in a complex or high-volume environment.
Meticulous file management and record-keeping habits suited to a high volume of concurrent work.
Demonstrated ability to work independently, take initiative, prioritize competing demands, and follow work through completion with limited supervision.
Ability to process information and communicate clearly and concisely.
Strong organizational, administrative, communication, and customer service skills.
Experience supporting purchasing, invoicing, vendor administration, or operational recordkeeping.
Proficiency with Microsoft 365 applications, particularly Teams, SharePoint, and Lists.
Ability to meet the position's physical demands, including regular walking, standing, sitting, using stairs, accessing storage and operational areas, and lifting and carrying items up to 20 pounds, with reasonable accommodation as appropriate.

Nice To Haves

Experience using the Angus work order system.

Responsibilities

Coordinate facilities requests with the Facilities Operations team, ensuring issues are logged, prioritized, assigned, communicated, and closed with documented follow-through.
Administer the Angus work order system, including ticket review, assignment coordination, status tracking, reporting, user support, and workflow maintenance.
Monitor open, overdue, recurring, and unresolved service requests; follow up proactively and escalate safety concerns, delays, or matters requiring technical, budgetary, compliance, or leadership decisions.
Assist the Facilities Operations Manager with scheduling vendors for planned maintenance, urgent service needs, and unplanned repairs.
Coordinate work orders, vendor activity, preventive maintenance, and corrective actions through completion, ensuring required documentation and closeout information are recorded.
Communicate service impacts, access needs, project updates, and work status to staff, vendors, and other stakeholders.
Coordinate quarterly facility walkthroughs with preschool site directors, document identified needs, submit work orders, and track completion.
Coordinate quarterly inspections across all sites with Facilities and Program Support teams, document findings, open and assign work orders, and follow through on corrective actions.
Maintain facilities project and request trackers by logging requests, updating priorities and status, and monitoring work from initiation through completion.
Maintain organized shared drives so project documentation, communications, vendor records, and closeout materials are current and easy to retrieve.
Manage routine facilities administration, including vendor records, invoice routing, purchasing support, reporting, and recordkeeping.
Assist with facilities and IT project coordination, including scheduling, documentation, access coordination, status tracking, and follow-up for project managers.
Coordinate contractor access and support operational readiness activities related to scheduled facilities work.
Provide coverage for the Facilities Operations Manager during absences to maintain continuity of routine facilities workflows and issue escalation.
Support facilities, compliance, process-improvement, and special projects as assigned, including documentation and workflow updates.