Facilities Assistant

Description We are looking for a Facilities Assistant to support the daily operation of a non-profit organization's workplace environment in Oakland, California. This Long-term Contract position is ideal for someone who brings strong coordination skills, a service-focused mindset, and hands-on experience helping maintain safe, organized, and functional facilities. The person in this role will help manage building-related requests, support conference room readiness, and work closely with vendors and internal teams to keep essential services running smoothly.

Responsibilities:

• Coordinate day-to-day facilities support activities to ensure offices, shared spaces, and building services are maintained in an efficient and detail-focused manner.
• Monitor and respond to maintenance requests through a computerized maintenance management system, tracking progress and helping drive timely resolution.
• Prepare conference rooms for meetings and events by confirming room setup, functionality, cleanliness, and availability of needed resources.
• Partner with external service providers and building vendors to schedule work, follow up on service completion, and maintain consistent service quality.
• Assist with basic oversight of building systems, including HVAC-related issues, and escalate concerns when specialized support is required.
• Maintain accurate facilities records, service logs, and work order updates to support operational visibility and compliance.
• Support timekeeping and administrative coordination related to facilities operations using systems such as Kronos when needed.
• Work with facilities leadership and cross-functional teams to address workplace needs, prioritize requests, and improve overall site support.
• Help identify and communicate operational issues affecting the workspace, contributing to a safe, organized, and reliable environment for staff and visitors. Requirements
• At least 3 years of experience in facilities support, facilities coordination, or a similar workplace operations role.
• Hands-on experience using CMMS or other computerized maintenance management systems to manage service requests and track work orders.
• Familiarity with conference room coordination, including room setup, scheduling support, and readiness checks.
• Experience working with external vendors and service providers, including scheduling, follow-up, and issue resolution.
• Working knowledge of HVAC systems and the ability to recognize and escalate maintenance concerns appropriately.
• Experience with administrative or operational systems such as Kronos Timekeeping System is preferred.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
• Effective communication skills and a customer-focused approach when supporting employees, visitors, and business partners.

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