Administrative and Facilities Lead

Administrative and Facilities Lead

Reporting to the Sr. Director of Organizational Development and Change Management, the Administrative and Facilities Manager has a multifaceted job supporting the operations of the Community Partners office. Roles include general office management, facilities support, as well as supporting operations and technology services. This position serves as Community Partners' liaison with The California Endowment (TCE) and manages the co-locators. This position is primarily in-person, with some flexibility for occasional pre-arranged remote work time.

The Organization:

Community Partners offers expert guidance, essential services, and a strong dose of passion to help foster, launch, and grow creative solutions to community challenges. For 30 years, hundreds of individuals, groups, foundations and other institutions have worked with Community Partners to create new nonprofit projects, establish coalitions, and manage major philanthropic initiatives to benefit the region.

Our work includes:

Fiscal Sponsorship

We provide the structure, finance and administrative services, expert counsel in organizational development and connections that help nonprofit leaders succeed.

Intermediary Services

We help foundations, corporations, government agencies and other institutions achieve greater impact.

Knowledge Sharing

We offer workshops, reports, speaking engagements, and a range of publications to help strengthen the field.

Job Summary:

Reporting to the Sr. Director of Organizational Development and Change Management, the Administrative and Facilities Manager has a multifaceted job supporting the operations of the Community Partners office. Roles include general office management, facilities support, as well as supporting operations and technology services. This position serves as Community Partners' liaison with The California Endowment (TCE) and manages the co-locators. This position is primarily in-person, with some flexibility for occasional pre-arranged remote work time.

Essential Functions:

Facilities:

Build relationships and serve as Community Partners liaison with staff at The California Endowment (TCE) as liaison with facilities, contact for building-wide notifications and activities, floor warden, etc. Proactively coordinate with TCE staff to communicate when there are building activities that may impact CP Core employees and co-locators.

Develop and manage the co-locator program including utilizing project management tools and best practices to negotiate agreements and provide and track ongoing communications, reminders, reference guides, and FAQs. Responsible for subleasing Community Partners office spaces and serving as a liaison between co-locators, Procurement, Community Partners, and building management including providing accounting support for collections. Maintain available spaces and price list, coordinate co-location agreements, invoicing, and renewals, and coordinate Building Access Badges, transponders, and other facilities requests.

Manage mail and packages for staff, project leaders and co-locators. Work with TCE mailroom administrator to receive mail. Contact projects and co-locators when packages arrive and arrange for projects to pick up mail.

Provide excellent customer service in person and via the main phone line when greeting visitors, answering FAQs, and routing inquiries to the relevant departments. Organize and maintain supplies for office use, including kitchen supplies.

Coordinate reservations for conference rooms including managing the calendars, answering inquiries, connecting participants with relevant TCE contacts for catering and other requests in advance, and serving as point person for day of questions related to the room and TCE.

Executive/Administrative:

Oversee CFOO calendar and provide support for executive and board-level initiatives as assigned, including scheduling committee meetings, preparing agendas, taking meeting minutes and preparation of board materials, as well as supporting other activities as assigned.

Support Executive Assistant in preparation for quarterly board and committee meetings, and other events as assigned by Sr. Director. This includes but is not limited to; day of meeting support, materials preparation, scheduling meetings, etc.

Operations:

Partner with Senior Director of Organizational Development and Change Management to evaluate, make recommendations, and document guidelines for general office and facilities use operating procedures and standards such as visitor instructions and other office activities.

Collaborate with Sr. Director on Operations efficiencies and process improvement initiatives as assigned, utilizing project management tools for tracking and documentation.

Complete accounting support tasks for core operations such as entering vendor invoices.

Serve as additional liaison to support Technology Services and Operations.

Assist with calendaring for Sr. Director as needed and provide administrative support for other initiatives, events, and tasks as assigned.

Requirements:

7-10 years of administrative, office management, or other related experience.

Bachelor's or advanced degree in business or other related field.

Executive-level experience working with boards including developing PowerPoints and reports, as well as understanding budgets.

Demonstrated ability to multi-task and manage competing deadlines while providing excellent customer service.

Strong proficiency in Excel, PowerPoint, and other Microsoft Office tools.

Demonstrated interest in and ability to work with diverse populations in mission-driven organizations.

Preferred Qualifications:

PMP or similar project management certification.

Demonstrated experience and ability to negotiate agreements and terms with external parties.

Working Conditions:

The employee is regularly required to sit for extended periods of time, frequently required to walk and stand. The employee must also use his/her hands to operate and feel office equipment and reach with hands and arms. Employee may occasionally climb, stoop, kneel or bend. Employee may occasionally lift and/or move up to 20 pounds. Reasonable accommodations may be made to enable individuals with special needs to perform essential job duties.

Compensation and Benefits:

Salary is commensurate with experience. The organization offers a comprehensive benefits package.

EEOP Statement:

We are proud to be an Equal Opportunity Employer, committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to View email address on click.appcast.io.

To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, Community Partners will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result.

Review of applications will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received.

A Live Scan (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position.

Salary Description $75,000 - $80,000