Coordinator, Facilities

Reporting to the Sr. Manager of Facilities, the Coordinator, Facilities will provide essential administrative support to teams across the Facilities Departments by managing work order requests and scheduling projects to maximize the efficiency of these teams. The Coordinator applies strong organizational skills and systems thinking to understand team roles and capabilities. They use this insight to plan and coordinate workstreams effectively, ensuring timelines are realistic and deadlines are consistently met.

The Oakland Zoo offers a comprehensive benefits package, including Health insurance, Dental insurance, Vision insurance, Flexible spending account, Retirement plan, Paid time off, Employee Assistance Program, and A Family Zoo Membership.

• Administers Asset Essentials Work Order System, Facilities Team Channel and SharePoint File structures, Facilities staffing calendar, Facilities Team uniform sizes list, weekly Facilities Updates documentation and Zoo Architectural drawings
• Requisition supplies or materials to complete projects
• Manage inventory across the shop and at local sites
• Maintain a database of source suppliers and consumables for all locations of the Zoo
• Work with Facilities leadership team to develop and manage departmental KPI
• Assist Facilities leadership team to solicit quote proposal for facilities projects  
• Assist in preparation of contracts or negotiate revisions to contractual agreements with architects, consultants, stakeholders, suppliers, service vendors or subcontractors.
• Provide communication and updates across the organization between multiple departments
• Manage SOPs and update as needed
• Prepare meeting materials

• At least 5 years of relevant working experience, with at least 2 years of relevant experience in administrative, facilities, or operations support.
• Able to learn and manage the Zoo’s Work Order system (Asset Essentials), along with team communication platforms, shared file structures, calendars, and internal documentation.
• Strong organizational skills with experience maintaining databases, tracking inventory and supplies, managing vendor/supplier information, and supporting procurement processes.
• Experience coordinating projects, including preparing materials, assisting with quotes and contracts, tracking updates, and maintaining SOPs.
• Able to communicate effectively across multiple departments using various methods (email, chat, phone, radio, in-person) and provide clear, timely updates.
• Proficient in data tracking and analysis, including scheduling, KPI tracking, and use of computer systems for reporting and documentation.
• Valid Driver’s License and good driving record (ability to obtain authorization from the Zoo’s Insurance Carrier)
• Proficient in the use of O365 products like Word, Power Point, Excel and Outlook
• Able to work weekends, early morning shift, and holidays as needed

Bonus If You Have

• Work experience in architectural design or construction industry
• Previous experience using a Work Order system
• A bachelor’s degree
• Supervisory experience 

Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.  

• This role combines office-based work with occasional presence in the field, including construction sites, outdoor areas throughout the Zoo, and guest-facing spaces.  
• Work may involve exposure to varied weather conditions, uneven terrain, active construction areas, and noise typical of a large public facility.  

Physical Considerations- The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Ability to move through large indoor and outdoor areas for site inspections and project oversight, with or without reasonable accommodation.  
• Must be able to navigate uneven ground for extended periods during site visits.
• Able to bend and twist, lift, stand, kneel, sit, walk, bend, and stoop occasionally within an 8 hour shift  
• Ability to lift and carry objects weighing up to 35 lbs.

• Collaboration – builds trusting relationships with both internal and external stakeholders across our organization and community-wide and approaches differences of opinion with curiosity and humility.
• ‍Communication – communicates respectfully and effectively with stakeholders across identities.
• ‍Dependability – demonstrates trustworthiness and reliability, including while working with little or no direct supervision.
• ‍Inclusive Culture - fosters a culture of mutual respect, transparency, collaboration and belonging which allows all employees to feel appreciated, included, and valued.
• ‍Passion – wholeheartedly believes in, represents, and models Oakland Zoo’s mission and PRIDE values at all times.
• ‍Project management – effectively prioritizes commitments, driving forward multiple high-profile and complex projects simultaneously with flexibility, resourcefulness, and agility to adapt to shifting organizational needs.
• ‍Relationship-Building - able to build and maintain trusting relationships and mutually beneficial partnerships with internal and external stakeholders.
• ‍Solution-oriented – utilizes an open-minded and strengths-based approach to finding solutions for complex challenges.‍
• Wildlife Aware - understands mission to support the conservation and welfare of animals at the Zoo, locally and globally. This is demonstrated by a willingness/passion to reflect this mission in all actions and to continue to learn how to take action for wildlife.
• ‍Sustainability – oriented toward the mission and values of Oakland Zoo and able to put those into practice by finding creative and resourceful ways to develop sustainable practices within your role and department.

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