Facilities Coordinator

Job Description

Job Description

Facilities Coordinator at Filoli: Come to Work in a Living MasterpieceLove history, nature, and keeping things running beautifully behind the scenes? Filoli is seeking a versatile, proactive Facilities Coordinator to care for our stunning historic estate and public garden. If you are a collaborative problem-solver who thrives in a dynamic environment—balancing project management with hands-on maintenance—we want to hear from you!The Opportunity at a Glance

• Status: Full-time, year-round, and benefit-eligible (30–40 hours per week).

• Hourly Rage: $36.00 to $39.00 (depending on experience)

• Schedule: Typically Sunday–Thursday or Tuesday–Saturday (8:00 AM – 4:30 PM).
• Flexibility: Because we host spectacular public events and seasonal celebrations, a flexible mindset for occasional evening, weekend, or holiday work is essential.

Role & Key ResponsibilitiesReporting to the leadership team within Facilities, you serve as the organizational hub within the department. You will balance technical administration with physical on-site support, ensuring that our daily operations, construction projects and special events go off without a hitch.

Project Tracking & Administration

• Work Order Wizard: Manage and prioritize daily incoming work orders using Monday.com and Google Workspace, keeping staff updated on project timelines.

• Supply & Inventory Management: Organize facilities supplies, coordinate purchasing with the Director, and maintain accurate inventory records.

• Keep the Records: Maintain “as built” construction drawings for new projects and update preventative maintenance schedules for our buildings and equipment.

• Tech Backup: Serve as the alternate staff technical expert for our onsite control systems, phones and computers.

Hands-On Maintenance & Event Support

• The Magic Makers: Collaborate closely with the Events team to support the full lifecycle of events (including Nightfall and Holidays). This includes setting up furniture, lighting, platforms and staging areas.

• Fixes & Repairs: Assist the maintenance crew with scheduled and unscheduled quick fixes, ranging from basic carpentry, painting and plumbing to HVAC filter swaps and seasonal brush clearing.

• Logistics & Safety: Help with shipping and receiving by unloading heavy or oversized freight deliveries (like concrete statuary or fountains) and proactively keeping the workspace clean and safe.

Who You AreYou are a highly organized communicator who can keep a calm, positive demeanor in a fast-paced environment where priorities can shift quickly.

• The Experience: An Associate or Bachelor's degree in Facilities, Construction, or Project Management (or equivalent technical certificates), paired with 2+ years of facilities, property management, or real estate coordination.

• The Knowledge: Familiarity with blueprints, specifications, OSHA safety regulations, and building/permitting policies. Bonus points for an International Facilities Management Association (IFMA) certification!

• The Technical Knack: Comfortable with general hand/power tools (saws, drills) and possessing a basic understanding of residential electrical circuits and mechanical systems.

• The Mindset: A true team player who values diversity, equity, accessibility, and inclusion (DEAI), viewing cultural differences as a core asset to our team culture. A valid Driver’s License is required.

Physical Reality Check: This role keeps you moving! You must be comfortable walking across uneven terrain, climbing stairs, and standing for long stretches. You will frequently work on 12-foot extension ladders and need the strength to lift and carry up to 60 lbs. (like beverage cases, equipment, and structural materials).

The Filoli Community

Filoli is built on a culture of integrity, hospitality, and continuous learning. We offer a supportive environment where your leadership, data-driven decision-making, and teamwork are celebrated. If you're ready to bring your organizational skills and mechanical aptitude to a historic landmark, we want to hear from you.

Ready to coordinate our spaces? Apply today!