Facilities Operations Coordinator, Large Non-profit Agency

The Facilities Operations Coordinator provides the essential administrative and organizational backbone for facility upkeep and agency-wide logistics. Reporting to the Director of Operations, you will serve as the primary point of contact for resolving daily operational issues, ensuring that all sites remain safe, compliant, and supportive of the agency's mission. This role requires a hands-on approach to managing the work orders of third-party vendors and coordinating internal office movements to maintain a seamless environment for staff and families.

Wu Yee Children's Services is the premier provider of early childhood education in San Francisco, we operate 12 child development centers (pre-schools) and provide a variety of services and linkages for all families with children in San Francisco and the early childhood professionals that support them.
Primary Responsiblities

• Work Order Lifecycle Management: Submit, categorize, and monitor work orders through the agency's ticketing system ,ensuring tasks move from intake to verified completion.
• Vendor Coordination: Closely monitor and facilitate the daily activities of the primary facilities vendor, aligning their schedules for janitorial services, deferred maintenance, deliveries, and preventative repairs.
• Prioritization & Triage: Serve as the first line of contact for all facility inquiries and emergency calls, prioritizing critical safety and security issues (e.g., HVAC, plumbing, alarms) over cosmetic repairs.
• Intra-Office Movement: Coordinate logistical needs for internal staff transitions and desk movements, ensuring necessary resources are available and schedules are communicated.
• Security Services Oversight: Coordinate with security vendors to manage alarm codes, keys, and security system maintenance to ensure 100% site safety.
• Compliance & Audit Support: Verify vendor invoices and insurance certifications to ensure adherence to government funding and 2 CFR Part 200 requirements.
• Inventory & Resource Management: Maintain accurate records of facility supplies and equipment to prevent operational downtime.

Required Knowledge, Experience & Skills

• Experience: 2-4 years of experience managing third-party vendors, processing work orders, or working within a compliance-heavy environment (e.g., nonprofit or government).
• Ticketing Systems: Demonstrated proficiency with Zendesk or similar ticketing and help-desk platforms to track and manage multi-site requests.
• Vendor Management: Proven ability to act as a bridge between technical trades (HVAC, plumbing, electrical) and non-technical agency leadership.
• Communication: Strong interpersonal skills to coordinate the work of external contractors and provide clear updates to internal staff.
• Logistical Coordination: Experience managing the moving parts of facilities operations in a fast-paced urban environment.

Core Competencies

• Operational Agility: The ability to pivot quickly between administrative tasks and responding to urgent site-based maintenance needs.
• Coordination & Oversight: Exceptional skill in managing the schedules and deliverables of external partners to ensure high-quality service.
• Process Discipline: A meticulous approach to documenting work order progress and maintaining compliance-ready records.
• Relational Professionalism: The ability to build productive working relationships with both technical vendors and diverse program staff.

Physical and Cognitive Demands

• Communication: Must be able to effectively exchange information and troubleshoot issues with vendors and internal stakeholders.
• Physical Activity: Regularly required to travel between multiple program sites within San Francisco; must occasionally move or transport items weighing up to 30 pounds.Must be able to pass an FBI background check and TB test in order to work in and around our child development centers.
• Cognition: Regularly required to identify, analyze, and prioritize complex logistical and maintenance problems under tight deadlines.
• Vision/Sensory: Must be able to observe environmental safety and verify the quality of completed vendor work at field sites.

Compensation and Benefits:

• The pay range for this position is $68,430 to $106,070. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets, relevant experience, internal equity, and other business and organizational needs.
• Fully paid employee health, dental, and vision.
• 403b with matching contribution after 1 year.
• 14 holidays, 15 days vacation, and paid sick leave.
• Employee child care slots at reduced tuition on an as-available basis.
• Lots of opportunities for advancement across the organization.
• Extensive paid training and professional development.

Wu Yee Children's Services conforms to all the laws, statutes, and regulations concerning Equal Employment Opportunities and Affirmative Action. We promote diversity and urge women, minorities, individuals with disabilities and veterans to apply to all of our job openings. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records to apply for any open position in which they feel qualified. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, genetic information and testing, family and medical leave, sexual orientation and gender identity or expression, protected veteran status, or any other characteristic protected by law.

Wu Yee Children's Services is an equal opportunity employer.