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Facilities Coordinator at Filoli:Â Come to Work in a Living Masterpiece
Love history, nature, and keeping things running beautifully behind the scenes? Filoli is seeking a versatile, proactive Facilities Coordinator to care for our stunning historic estate and public garden. If you are a collaborative problem-solver who thrives in a dynamic environment—balancing project management with hands-on maintenance—we want to hear from you!
The Opportunity at a Glance
Status: Full-time, year-round, and benefit-eligible (30–40 hours per week).
Hourly Rage:Â $36.00 to $39.00 (depending on experience)
Schedule: Typically Sunday–Thursday or Tuesday–Saturday (8:00 AM – 4:30 PM).
Flexibility:Â Because we host spectacular public events and seasonal celebrations, a flexible mindset for occasional evening, weekend, or holiday work is essential.
Role & Key Responsibilities
Reporting to the leadership team within Facilities, you serve as the organizational hub within the department. You will balance technical administration with physical on-site support, ensuring that our daily operations, construction projects and special events go off without a hitch.Â
Project Tracking & Administration
Work Order Wizard: Manage and prioritize daily incoming work orders using Monday.com and Google Workspace, keeping staff updated on project timelines.
Supply & Inventory Management:Â Organize facilities supplies, coordinate purchasing with the Director, and maintain accurate inventory records.
Keep the Records: Maintain “as built” construction drawings for new projects and update preventative maintenance schedules for our buildings and equipment.
Tech Backup:Â Serve as the alternate staff technical expert for our onsite control systems, phones and computers.
Hands-On Maintenance & Event Support
The Magic Makers:Â Collaborate closely with the Events team to support the full lifecycle of events (including Nightfall and Holidays). This includes setting up furniture, lighting, platforms and staging areas.
Fixes & Repairs:Â Assist the maintenance crew with scheduled and unscheduled quick fixes, ranging from basic carpentry, painting and plumbing to HVAC filter swaps and seasonal brush clearing.
Logistics & Safety:Â Help with shipping and receiving by unloading heavy or oversized freight deliveries (like concrete statuary or fountains) and proactively keeping the workspace clean and safe.
Who You Are
You are a highly organized communicator who can keep a calm, positive demeanor in a fast-paced environment where priorities can shift quickly.Â
The Experience: An Associate or Bachelor's degree in Facilities, Construction, or Project Management (or equivalent technical certificates), paired with 2+ years of facilities, property management, or real estate coordination.
The Knowledge:Â Familiarity with blueprints, specifications, OSHA safety regulations, and building/permitting policies. Bonus points for an International Facilities Management Association (IFMA) certification!
The Technical Knack:Â Comfortable with general hand/power tools (saws, drills) and possessing a basic understanding of residential electrical circuits and mechanical systems.
The Mindset: A true team player who values diversity, equity, accessibility, and inclusion (DEAI), viewing cultural differences as a core asset to our team culture. A valid Driver’s License is required.
Physical Reality Check: This role keeps you moving! You must be comfortable walking across uneven terrain, climbing stairs, and standing for long stretches. You will frequently work on 12-foot extension ladders and need the strength to lift and carry up to 60 lbs. (like beverage cases, equipment, and structural materials).
The Filoli Community
Filoli is built on a culture of integrity, hospitality, and continuous learning. We offer a supportive environment where your leadership, data-driven decision-making, and teamwork are celebrated. If you're ready to bring your organizational skills and mechanical aptitude to a historic landmark, we want to hear from you.
Ready to coordinate our spaces? Apply today!
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