Facilities and Operations Coordinator

The Facilities and Operations Coordinator is responsible for assisting those groups under the COO with various requests and building related needs. They are also backup to the Front Desk Receptionist for breaks, lunches, meetings, and time off. The position requires someone who is organized and a self-starter. Must possess the ability to be proactive in identifying issues and assist to provide solutions. It is preferred the applicant has some prior facilities and/or operational building related experience with understanding of changing priorities that arise at any given time. Ability to maintain confidentiality while seeking resolution to various requests.
PRIMARY DUTIES AND RESPONSIBILITIES

• Act as back-up for the Receptionist position during breaks/lunch, meetings, and all other unoccupied times and fully train in all front desk related duties.
• Act as back-up to Shipping and Receiving as needed and conduct invoice research and receiving.
• Act as liaison between other LJI departments, service providers and contractors.
• Maintains all institutional equipment service contracts and requesting service.
• Assist in maintaining the Institute’s garage, North Lot and SRP parking assignments.
• Assists with distributing keys and maintaining the institute’s key database.
• Assist with badging new hires and other related requests.
• Works with Facilities and Operations with various analyses related to budgets, planning, tracking of expenditures and annual Fixed Asset Inventory.
• Assists with the Facilities work order system, vendor interactions and administrative support.
• Assist with TI related projects and coordination; scheduling contractors, obtaining quotes, porperly communicating to impacted groups, walking and ensuring small ticket items are closed out for occupant of the space.
• Responsible to manage vendors related to day-to-day operations and services; including laboratory laundry, gases, trash, lab equipment repairs/maintenance, and so on.
• Assist Facilities and Operations with event requests and behind the scenes coordination.
• Review, approve, and track quotes, purchase orders, and invoicing as assigned.
• Assist updating building related signage.
• Assists with implementation and coordination of office and lab moves.
• Assists with various administrative tasks and special projects as assigned by Facilities and Operations management.
• Works with Facilities and Operations in writing, maintaining and implementing new policies and procedures.
• Assist in maintaing accounts with various services with vendors; request services, repairs, manage service agreements and ensure those services are being met.
• Assist with end of year service contract renewals and other deadlines.
• Assist with long-term projects as assigned.
• Works with Operations and Facilities on furniture purchases, space coordination, scheduling and installation.
• May be requested to deliver and/or pick-up other items outside of the Institute.
• Performs other duties and manages special projects assigned by Facilities and Operations.
• Cross-train in all other day-to-day duties and functions.

JOB QUALIFICATIONS & CORE COMPETENCIES

• Position is full-time; M-F 8am-5pm and may be subject to change
• High School Diploma or equivalent
• 2+ years of related experience and/or training
• Must be proficient in Microsoft Office
• Accurate typing-minimum speed of 45wpm
• Must meet and maintain the driving standards as described by the Institute’s policy
• Must be able to sit and stand for prolonged periods of time
• Must be able to lift and carry 25 pounds easily

LJI provides Equal Employment Opportunity (EEO) to all employees and applicants for employment, and prohibits discrimination and harassment of any type, regardless of race, color, religion, age, sex, national origin, marital status, disability status, genetics, medical conditions, protected veteran status, sexual orientation, gender identity or expression, reproductive health decisions, or pregnancy, or any other condition protected by state and local laws. This applies to all terms and conditions of employment, including recruitment, hiring, placing, training, promotion, compensation, benefits, transfers, educational assistance, terminations, layoffs, recalls, transfers, leaves of absences, and social and recreational programs.

With over 30 different countries represented, diversity is respected and celebrated at LJI. We are committed to ensuring a safe and compassionate environment that is equal, just, and fair. Science and discovery benefit from a diversity of talents, a diversity of approaches, and a diversity of perspectives. The La Jolla Institute’s Diversity, Equity, and Inclusion Initiative is designed to help us identify areas at the Institute that need improvement so we can together create an environment that is inclusive, provides equal opportunities, and opens doors that propel our research for human health.

La Jolla Institute is committed to compensation that is externally competitive and internally equitable. We validate this commitment by conducting regular market analyses to remain competitive with organizations of similar size in the nonprofit, independent research sector. Compensation decisions consider a variety of factors including experience, education, unique skill sets, organizational need, and internal equity.