Facilities and Administrative Services Coordinator

San Francisco Estuary Institute
San Francisco Estuary Institute

Operations · Full-time

San Francisco, CA, USA

USD 36.06-40.87 / hour

Posted on Oct 6, 2026

Facilities and Administrative Services Coordinator

  • Location: Richmond, California

  • Program: Operations

  • Type: Full-time

  • Experience Level: Some Experience

  • Position Type: Permanent

  • Salary: $36.06–$40.87/hour. See details below.

  • Posted: October 5, 2026

  • First review of applications: October 19, 2026

  • Application closing date: November 2 2026 or when 150 applications are received, whichever occurs first

Position Description

SFEI is looking for a collaborative and proactive Coordinator to join our administrative team. As our organization grows, we are seeking a dedicated teammate who thrives in a busy, mission-driven environment to help us foster an organized workplace and support our programs and leadership.

The Facilities and Administrative Services Coordinator is a member of the Operations Department and provides administrative, facilities, safety, meeting, event, and program support to SFEI. This position helps maintain an organized, safe, functional, and professional office environment while providing responsive administrative support to staff, leadership, and program teams. The successful candidate is highly organized, dependable, service-oriented, comfortable managing multiple priorities, and able to complete projects independently and on deadline.

Primary position responsibilities will include:

Administrative Services

  • Assist staff with administrative questions and troubleshoot daily office issues.

  • Greet visitors, answer phones, distribute mail/deliveries, and provide primary office support.

  • Coordinate meetings, including scheduling, room setup, catering, supplies, and cleanup.

  • Manage lunches and events for departments, board, and staff.

  • Assist program staff with equipment purchases.

  • Register staff for conferences, training, and classes.

  • Book travel and lodging for staff and authorized travelers.

  • Organize and archive physical and digital materials.

  • Assist with the RMP Annual Meeting before, during, and after the event.

  • Assist with other general administrative tasks as needed.

  • Complete special projects assigned by the Operations Manager.

Facilities, Office Operations, and Safety

  • Conduct facility walkthroughs to monitor appearance, equipment, and maintenance needs.

  • Maintain inventory and stock office supplies and snacks.

  • Create and maintain SOPs for facilities, operations, and safety.

  • Coordinate repairs and maintenance with building management.

  • Schedule and oversee vendors and technicians for facility repairs and maintenance.

  • Assist with office setups, hoteling, and workspace adjustments and maintain clean, orderly, and functional shared workspaces.

  • Manage vehicle leases, registrations, insurance, logs, and cleaning schedules.

  • Maintain shared office equipment (printers, postage meters, etc.).

  • Partner with IT on building access, keys, and security systems.

  • Coordinate disposal of hazardous waste, old furniture, and equipment.

  • Coordinate safety activities, CPR training, and first aid kit replenishment.

  • Facilitate safety procedures and communications for staff.

  • Coordinate with the janitorial service and communicate special cleaning or office projects as needed.

  • Serve as on-site contact for building emergencies during regular business hours.

Board of Directors Administration

  • Assist the Executive Director with quarterly Board Meeting preparation.

  • Proofread and assemble Board packets and assist with required agenda posting.

  • Take and transcribe meeting minutes.

  • Maintain the Board calendar.

  • Maintain and update Board Member information.

  • Manage annual Board filings

Human Resources and Hiring Support

  • Post approved job openings online.

  • Liaise between hiring managers and candidates.

  • Schedule and coordinate candidate interviews.

  • Maintain organizational chart.

If you are excited about this role, but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this, or one of our other roles.

Qualifications

Required Skills

  • Strong organizational skills and demonstrated ability to manage multiple tasks and competing priorities.

  • Ability to create and maintain effective organizational systems and processes.

  • Strong attention to detail, time management, follow-through, and ability to meet deadlines.

  • Dependable, self-directed, service-oriented, and comfortable taking initiative with minimal supervision.

  • Excellent communication and interpersonal skills with staff, vendors, visitors, and external partners.

  • Professional demeanor and commitment to maintaining a clean, organized, safe, and functional workplace.

  • Proficiency with Microsoft Office applications (Word, Excel) and Google Workspace tools (Gmail, Calendar, Docs, Sheets, Slides).

  • Valid California driver’s license.

  • Capability to work on-site 8 hours per day, Monday through Friday.

  • Capability to perform computer-based work for extended durations.

  • Ability to lift or move items up to 25 pounds as needed.

Required Experience

  • Minimum of 6 years of experience in administrative services, office operations, or facilities management (preferably within a non-profit setting), or a comparable combination of education and experience, such as a Bachelor’s degree with 2 years of relevant experience or an Associate’s degree with 4 years of experience.

Salary & Benefits Highlights

  • This will be a Facilities and Administrative Services Coordinator position. The anticipated hourly rate is $36.06–$40.87 for this position. Pay rates take into account many factors for making compensation decisions including but not limited to experience, education, internal salary structure, and organizational needs.

  • Matching contributions to retirement plan (immediate vesting) (403B)

  • Medical Insurance: health, vision, dental with employer and employee contributions

  • 12 paid holidays

  • Vacation days starting at 3 weeks accrual/year

  • This position will be Monday through Friday in-office. Hybrid work for this position is not available.

About SFEI

San Francisco Estuary Institute (SFEI) is a 501(c)(3) non-profit organization which has a more than 30-year track record of providing robust and innovative science to decision-makers, policy-makers, practitioners, and community members to measurably improve the health and resiliency of Bay-Delta ecosystems. As a boundary organization, SFEI operates at the interface between science and policy, recognized nationally for our ability to build consensus to support effective environmental decision-making and policy. Our mission is to deliver visionary science that empowers people to revitalize nature in our communities.

SFEI employs an interdisciplinary staff of more than 90. Our operations and IT staff are the backbone of our organization and keep everything running smoothly. SFEI has three major programs: Clean Water, Environmental Informatics, and Resilient Landscapes. Our program staff represent numerous scientific and technological fields, including chemistry, modeling, ecology, wildlife biology, landscape planning, historical ecology, geomorphology, geospatial analysis, and web development.

For more information on our mission, values, programs, and staff, visit the San Francisco Estuary Institute website.

Employment Considerations

San Francisco Estuary Institute is committed to providing employees with a work environment free of discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements, and individual qualifications. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, family or parental status, protected Veteran status, or any other characteristic protected by applicable federal, state, or local law.

Accommodations Statement

If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our website or application portal as a result of your disability. To request an accommodation, contact us at 510-746-7355 or admin@sfei.org.

Other Key Information

Please note that SFEI cannot sponsor an employment visa (e.g., H-1B) to fill this position.

In the spirit of a fair hiring process, we are unable to respond to inquiries.

See more open positions at San Francisco Estuary Institute