Facility Coordinator

Stanford Health Care•Pleasanton, CA

3d•Onsite

About The Position

This role supports Facility Managers and regional operations teams to ensure facilities remain safe, functional, and well-maintained across Stanford Medicine’s ambulatory and administrative locations. Key responsibilities include managing service contracts and purchase orders, coordinating vendor engagements and deliverables, and supporting inspections and compliance documentation. This role contributes to new site activations, maintains facility standards, tracks furniture and finish inventories, and prepares operational reports. Support for site events, including town halls and operational rounds, is also included. Daily operations include coordination of service requests, vendor communications, and space utilization activities to ensure seamless facility performance. This role operates at the center of SSS functions, enabling efficient operations and a high-quality environment for patients, staff, and visitors. The Facilities Services division enhances health through leadership, collaboration, and innovation. Our team offers essential non-clinical support 24/7, ensuring safe operations and planning for future needs. We represent the intersection of planning, construction, general services, and facilities operations. The Ambulatory Facilities & Activations team leads the transition from design to go-live, managing activations, space changes, and facility readiness across Stanford Medicine. By integrating project management, collaboration tools, and operational planning, AOI delivers efficient, well-coordinated spaces that support excellence in care and experience. Site Support Services (SSS) ensures ambulatory Stanford Medicine facilities operate safely, efficiently, and in full compliance. Through proactive property management, maintenance, and clear communication, the Property & Facility Management and Maintenance & Operations teams deliver reliable environments that enable excellence in care and experience. A Brief Overview 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 Managers on financial analysis, forecasting and need assessments.