Facilities & Operations Coordinator

The Facilities and Operations Coordinator is responsible for ensuring the Highline Botanical Garden Foundation's day-to-day operations are organized, compliant, and executed to a high standard. This position serves as the Foundation's primary coordinator for operational compliance, vendor and contractor administration, permitting, facilities oversight, asset management, and onsite event operations. Working closely with the Executive Director and other staff, the Coordinator maintains organizational systems, ensures compliance with Foundation policies and governmental requirements, oversees operational logistics, and supports the efficient management of Foundation facilities, equipment, and administrative processes. This role is essential to maintaining a safe, organized, and professionally operated botanical garden.

Operations & Compliance

• Manage permits, licenses, insurance certificates, and compliance documentation.
• Ensure vendors and contractors meet all Foundation, City, State, and Federal requirements before work begins.
• Maintain organizational compliance calendars and track deadlines.
• Coordinate administrative workflows and operational documentation.

Facilities & Assets

• Maintain an inventory of Foundation-owned equipment, tools, furnishings, and supplies.
• Develop and maintain a digital asset library with locations, photographs, serial numbers, warranties, and maintenance records.
• Coordinate facility readiness for programs and events.
• Monitor maintenance needs and coordinate repairs.

Vendor & Contractor Administration

• Maintain approved vendor files.
• Verify business licenses, insurance, permits, and required certifications.
• Manage vendor onboarding documentation.
• Coordinate contractor access and logistical requirements.

Event Operations

• Oversee onsite logistics during Foundation events.
• Coordinate vendor arrivals and site access.
• Ensure compliance with permits and operational plans.
• Monitor setup, breakdown, and restoration of event spaces.
• Serve as the operational point of contact during events.