Facilities Coordinator

Department: Facilities/Operations
Reports to: Managing Director of Facilities
Hours and Location: Oakland, CA. Full-Time, Non-exempt.
Starting Salary: $32.69 – $43.27 hourly, or $68,000 – $90,000 annually.

Position Summary

About the East Bay Community Foundation 

Founded in 1928, EBCF is one of the nation’s first community foundations. Named the country’s “boldest” community foundation in 2019 by Inside Philanthropy, EBCF is committed to advancing an inclusive, fair, and just East Bay through four core program strategies:

• Arts and Culture for Social and Racial Justice:  Storytelling, the arts, and cultural practices have 

always been important tools for survival, healing, and resistance. These creative expressions build community resilience and power and give voice, agency, and visibility to communities most harmed by oppression.

• Capacity Building with a Racial Equity Lens:  EBCF is helping to strengthen organizations and the

people who lead them, working to change systems in communities that have historically received little support. We want to ensure that organizations have the sustained investments and resources they need to eradicate systemic and institutional racism.

• Community Organizing, Power Building, and Movement Building: We believe that social movements led by communities most impacted by injustice are the most effective drivers of change. We resource BIPOC-led and serving power-building organizations
• Fostering Inclusive Economic Models:  We address racial and economic inequities in our region

through work in three areas– entrepreneurship & business ownership as pathways to wealth building; workers’ rights and protections; and impact investing.

With a geographic focus on Alameda and Contra Costa counties, EBCF works so that everyone has the economic freedom to dream, heal, and belong. We advance our work through leadership, grantmaking, impact investing, and building solidarity between donors and community. We commit to deploying all our resources in service of our mission and pushing beyond industry norms to offer uniquely impactful opportunities for our fund advisers to build A Just East Bay for all. EBCF manages more than 500 funds, with total assets in excess of $600M.  These funds include donor-advised scholarships, field of interest, supporting organizations, and agency endowments.

Joining EBCF means a commitment to advancing racial equity and transforming political, social, and economic realities. We will do this by creating spaces that center joy and opportunities for dreaming and reimagining a future for all who call the East Bay home to have the freedom to thrive for generations to come.   

Position Summary:

The Facilities Coordinator plays a key role in supporting the daily operations, safety, and functionality of East Bay Community Foundation’s office space. This position is responsible for coordinating maintenance requests, managing vendor services, assisting with event setup, tracking facility-related work orders, and ensuring that all sites are clean, safe, and well-maintained. The Facilities Coordinator works closely with the Managing Director and staff to ensure a high-quality environment for staff, visitors, and community members.

Essential Duties & Responsibilities:

Operations

• Provide day-to-day support to the Managing Director of Facilities in all aspects of facilities management and building operations.
• Assist with the maintenance and administration of essential systems, including phones, voicemail, and building access/security card systems.
• Monitor building security camera systems daily to ensure site safety and promptly report any unusual activity.
• Serve as a liaison with janitorial service providers. Help oversee cleaning schedules and ensure standards of cleanliness are maintained.
• Support front desk operations by providing regular coverage and ensuring visitors, deliveries, and staff needs are handled professionally and efficiently.
• Maintain accurate records of front desk sign-in sheets, visitor logs, and incoming packages.
• Manage company-wide office supplies inventory, ensuring stock levels are maintained and requests are fulfilled in a timely manner.
• Administer petty cash for operations-related purchases; maintain detailed receipt logs and expense documentation.
• Prepare and submit monthly expense reports for the Facilities department, tracking expenditures and identifying budget needs.
• Assist in office space planning, including developing interior layouts, creating new workstations, and coordinating staff moves.
• Participate in the selection, procurement, and installation of office furniture and equipment, working collaboratively with senior staff and external vendors, designers, or architects as needed.
• Support coordination of facility-related projects and events, including meeting room setups, internal moves, and vendor scheduling.
• Ensure compliance with safety policies and procedures, including participation in emergency preparedness and evacuation drills.
• Maintain all facilities-related documentation and procedural records.

Conference Center

• Oversee all aspects of operations for the James Irvine Conference Center, ensuring smooth and professional management of space and services.
• Responsibilities include coordinating reservations and scheduling for internal and external groups.
• Manage rental contracts, usage agreements, and payment arrangements.
• Organize event setups and tear-downs, including furniture configuration and cleanup.
• Ensure equipment is properly set up, maintained, and functioning for meetings and events.
• Maintain accurate records and generate reports on Conference Center usage, reservations, and revenue.
• Serve as a primary point of contact for event inquiries, communicating policies, availability, and support services clearly and effectively.
• Research, identify, and maintain a preferred vendor list of local catering companies, with a focus on supporting women-, minority-, and BIPOC-owned businesses.
• Collaborate with internal departments to support the planning and execution of foundation-hosted events.
• Coordinate logistics with staff and vendors to ensure seamless experiences for guests, including room layouts, AV needs, signage, and hospitality.
• Ensure all events meet safety, accessibility, and organizational standards, and address any operational issues promptly during events.

Qualifications:

• 3–5 years of experience in facilities coordination, office operations, property management, or a related field.
• Strong organizational and multitasking skills with the ability to manage competing priorities in a fast-paced environment.
• Familiarity with building systems, basic maintenance tasks, and office equipment setup.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), and experience with calendar scheduling tools.
• Excellent communication and interpersonal skills; able to work collaboratively with internal teams, vendors, and visitors.
• Strong attention to detail and a proactive, problem-solving mindset.
• Experience working in a nonprofit or public sector environment.
• Familiarity with safety procedures, security protocols, and emergency preparedness.
• Experience with managing vendor relationships and basic procurement processes.
• Working knowledge of access control systems, conference room AV setups, or security camera monitoring tools.
• Bilingual or multilingual skills are a plus.
• Ability to lift up to 25 pounds and perform physical tasks related to room setup or event preparation.
• Commitment to equity and inclusion, with sensitivity to working in a diverse, mission-driven environment.
  
  

Hourly Pay and Benefits

The hourly pay range for this position is $32.69 – $43.27, which is equivalent to an annualized range of approximately $68,000 – $90,000, depending on experience and qualifications.

EBCF offers a comprehensive benefits package including medical, dental, and vision insurance, a 401k retirement savings plan with 5% employee match, group term life insurance, disability insurance, 15 days of paid time off in year one to three, 20 days in year four and thereafter, sick leave, and 17 paid holidays per year. Plus, a Flexible Spending Account, an Employee Assistance Program, an annual professional development budget, commuter benefits, and matching gifts program.  

How to Apply 

To apply, please email a combined PDF or Microsoft Word file of a cover letter and resume to jobs@eastbaycf.org with the subject line: Facilities Coordinator.

In your cover letter, please share how your experience matches the job description and why you are interested in working for EBCF. 

Applications will be reviewed as they are received. 

The East Bay Community Foundation (EBCF) is an equal-opportunity employer with a commitment to racial justice and racial equity. EBCF does not discriminate in employment opportunities or practices on the basis of race, ethnicity, religion, national origin, age, sex, sexual orientation, marital status, disability, or any other characteristic protected by law and is an employment-at-will organization. The Foundation welcomes and encourages people of color, women, LGBTQIA+ people, and members of other historically disenfranchised groups to apply.