Facilities and Operations Specialist

About Our Client:

The mission of our client’s foundation is to improve the quality of life for all people in Los Angeles through impactful grants and strategic initiatives that advance community well-being. To achieve their mission they employ a constellation of interrelated activities that promote civic and cultural vitality, economic stability, access to high quality education and health care, and neighborhood safety and resilience. Their guiding values are collaboration, courage, humility, openness and responsiveness.

Position Summary:

The Facilities and Operations Specialist is responsible for implementing the day-to-day administrative and operations needs of the Foundation’s office environment. The Foundation includes fifteen (15) staff and is developing processes and procedures to accommodate community groups wishing to use the office space for meetings and convenings. Under the supervision of and reporting to the Director of Operations & Grants Administration and in collaboration with members of the management team, this position will be responsible for all logistics related to the office and facilities, including the use of office space use by external groups, the purchase and maintenance of needed office supplies and equipment, support with staff and board events and retreats, handling of mail and phone messages, and reception duties.

Primary Job Duties and Responsibilities:

• Implement the process and procedure for the use of the office space for hosting external community groups. This includes scheduling, responding to reservation inquiries, arranging for parking, creating lists of resources such as catering, ensuring access to the building, providing agreed upon supplies, ensuring functioning of meeting equipment, and arranging for clean up.
• Order food and arrange for delivery and provide set up and clean up for board meetings and other work meetings as determined by leadership.
• Ensure parking and directions are provided for all visitors.
• Responsible for day-to-day managing of all issues arising related to the facility. This includes mail and packages, parking, phone, electricity, water, air conditioning, heating, appliances, fixtures, sound systems, monitors, televisions, furnishings, window treatments, key cards, lockers, ordering and stocking kitchen and work supplies, and facilities maintenance.
• Responsible for ensuring the upkeep and maintenance of the office space including janitorial, furniture and appliance repair.
• Arrange for all IT support troubleshooting and provide onsite assistance as needed. Manage vendor support for the repair, replacement and installation of AV and electronic equipment such as computer monitors, laptops, phones, video monitors, speakers and sound systems, and wifi routers.
• Participate as needed and abide by all emergency preparedness planning and trainings.
• Welcome guests and arrange for parking validation and parking instructions as needed.
• Support with phone and email messages, forwarding to appropriate staff or respond directly if applicable.
• As required, conduct other duties and special projects.

Qualifications

• Bachelor’s degree preferred
• 3+ years of experience working in a facility, event planning or logistics role
• Experience working at a foundation or nonprofit preferred
• Demonstrated experience managing multiple projects at the same time, prioritizing and tracking multiple work streams under deadlines and in a fast-paced environment
• Proficient in Microsoft Office (Word, Excel, Outlook) and Adobe. Experience with database systems preferred (particularly Blackbaud Grantmaking). Comfortable learning and using various vendor portals (e.g., Envoy) and design tools such as Canva and PowerPoint.
• Strong interpersonal skills, demonstrated flexibility and adaptability allowing for building relationships with staff, grantees, board members and partners in a respectful and authentic manner
• Demonstrated commitment to the values of the foundation

The Foundation office is located in downtown Los Angeles. This position is required to be on-site during office hours (8:30am to 4:30pm Monday through Friday). Must possess a valid CA driver’s license and active automobile insurance as required by the state of California. Must be available to work occasional early mornings, evenings and weekends. Physical requirements for the job may involve light lifting and carrying, and climbing stairs.

The non-exempt salary hiring range for this position is $75,000 - $110,000 and is commensurate with experience. Our client has a generous benefits package, including health, dental, vision, life and disability insurance and a 403(b) plan with an employer contribution.