Facilities Coordinator

On-Site Requirement 
It is expected that the Facilities Coordinator will be onsite most workdays, Monday through Friday, with the option to work remotely on some days depending on operational needs.

About the East Bay Community Foundation  

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

• Arts and Culture for Social and Racial Justice  

• Capacity Building with a Racial Equity Lens  

• Community Organizing, Power Building, and Movement Building  

• Fostering Inclusive Economic Models  

With a strategic focus on Alameda and Contra Costa counties, we combine grantmaking, impact investing, and donor partnerships to eliminate structural barriers, advance racial equity, and transform outcomes for generations to come.  

Position Summary: 

The Facilities Coordinator plays a key role in ensuring the daily operations, safety, and functionality of East Bay Community Foundation’s office space. This position coordinates maintenance requests, manages vendor services, assists with event setup, tracks facility-related work orders, and helps ensure that the site is clean, safe, and well-maintained. The Facilities Coordinator works closely with the Managing Director and staff to provide a high-quality environment for employees, 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 

• Support 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.