Facilities Coordinator

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425 Aviation


Under general supervision, the Facilities Coordinator provides daily support to Sr. Manager, Administration Services and handles a wide variety of situations and confidential information. Assists Facilities Specialist and Receptionist by providing support for facilities, reception, and mailroom.



Facilities Support (including but not limited to):

  • Vendor relationship/management (coordinate appointments, ensure completion of work, check requests, etc.)
  • Building maintenance (lighting, alarms, restrooms, cubicles, outdoor areas, etc.)
  • Product supply ordering and inventory management for all employee break rooms, copy rooms and supply rooms
  • Moves within departments; prepare offices/cubicles for new hires
  • Prepare monthly budget reports as requested
  • Prepares purchase orders (submits invoices for processing)
  • Plans and facilitates department and community service projects as needed (Coat & Food Drives, Halloween Party, blood drive, CPR/AED Training etc.)


Reception Support (including but not limited to):

  • Serve as back up for Receptionist including front desk and mailroom operations
  • Manage switchboard and direct incoming calls to appropriate party
  • Greets guests, vendors and ‘drop-ins’ and notifies appropriate parties
  • Completes package, wine or HOLD logs
  • Creates employee nameplates and mailboxes
  • Assists with Mailroom Services:
    • Distributes all incoming U.S. postal mail; processes all outgoing U.S. postal mail
    • Manages courier interoffice service for Napa & Sonoma County
    • Distributes interoffice mail  
    • Monitors FedEx and UPS mail and package pick up/deliveries
    • Assists employees on mailroom functions and procedures
    • Orders mailroom supplies



Essential Skills, Experience, and Education

  • 3-4 years of office administration experience preferred
  • High School diploma or equivalent
  • Ability to manage multiple projects in a fast-paced, changing environment while maintaining attention to detail
  • Ability to work independently and act on own initiative
  • Ability to communicate and interact successfully with all levels of the organization
  • Ability to manage internal customer and vendor relations in a professional manner
  • Intermediate competency with MS Outlook, Word, Excel and Visio


Physical Requirements

  • Must be able to lift or carry up to 50 pounds
  • Ability to sit or stand for prolonged periods of time
  • Ability to climb, stoop, kneel, crouch or crawl for short periods of time

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