Facilities Coordinator at Filoli: 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: $36.00 to $39.00 (depending on experience)
- Schedule: Typically Sunday–Thursday or Tuesday–Saturday (8:00 AM – 4:30 PM).
- Flexibility: 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. 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: 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: Serve as the alternate staff technical expert for our onsite control systems, phones and computers.
Hands-On Maintenance & Event Support
- The Magic Makers: 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: 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: 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.
- 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: Familiarity with blueprints, specifications, OSHA safety regulations, and building/permitting policies. Bonus points for an International Facilities Management Association (IFMA) certification!
- The Technical Knack: 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!