Facility Coordinator

Stanford Health Care•Redwood City, CA

1d•$34 - $43•Onsite

About The Position

Stanford Health Care is seeking a Facility Coordinator to join the Site Support Services (SSS) team. In this role, you’ll support our Facility Managers and regional operations teams to ensure facilities remain safe, functional, and well-maintained across Stanford Medicine’s ambulatory and administrative sites. The SSS team ensures facilities remain operational and compliant, provides a single point of contact for building-related needs, and delivers clear communication on projects, facility impacts, and work orders. Through Property & Facility Management and Maintenance & Operations, SSS supports the spaces where patients heal and employees thrive. As a Facility Coordinator, you’ll handle service contracts and purchase orders, coordinate vendor meetings and deliverables, and assist with inspections, compliance documentation, and new site activations. You’ll also help maintain facility standards, track furniture and finish inventories, prepare reports, and assist with events such as site town halls or rounds. This role is central to keeping SSS operations running efficiently and ensuring a high-quality environment across our facilities. The Facility Coordinator supports the regional team with mostly desk-oriented tasks in support of operations that include but are not limited to service contract and purchase order work; ordering supplies; coordinating vendor and internal meetings and following up on vendor deliverables. The Facility Coordinator will also be responsible for documenting, coordinating and communicating facility conditions for Stanford Health Care.

Requirements

High School Diploma or GED
1+ years of related work experience.
Knowledge of general practices, program, and/or administrative specialty.
Knowledge of and proficiency in the use of Microsoft Office Suite applications and standard office equipment.
Knowledge of English grammar, spelling, and punctuation.
Familiarity and understanding of project management principles and practices.
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.

Responsibilities

Assists Facility Managers with incident response by disseminating the appropriate communication using standard communication protocols.
Aids Facility Managers with site inspections and related follow-ups. Coordinates with vendors and internal teams on the contract-purchase order paperwork associated with site inspections.
Assists with the annual generation of letters to Landlords regarding compliance with Fire Life Safety regulations; follows up on receipt of information to report to team.
Addresses new site activation by creating needed materials i.e. welcome packets. Organize contracting, purchasing paper work and cost tracking for site related projects.
Maintains the Standards information for furniture, carpet, fabrics and finishes. Supports management of furniture inventory. Coordinates ICRA/PCRA documentation as needed.
Ensures financial management at the purchase order level by collaborating with Facility Managers and Business Managers. Assists with database information updates: customers, suppliers, landlords; collaborates with Lease Administration as needed.
Handles event coordination (town halls, CICARE rounds, HR events, Campus Council); prepares agendas.
Perform condition assessments of each area/facility according to standard work, including appropriate documentation and follow-up.
Review documentation for completeness according to standard work.
Document and generate reports from data electronic system.
Manage, update and report on status of work order calendar.
Works with Director, Facility Manangers on financial analysis, forecasting and need assessments.