Facilities Specialist 1

Welcome to Land, Buildings & Real Estate 

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a Legacy." 

We are accepting applications for Facilities Coordinator for our Stanford Redwood City campus (SRWC). Our Stanford Redwood City campus brings together 2,200 staff in a collaborative environment that reflects Stanford’s culture and mission. The campus offers amenities such as onsite cafes and a dining pavilion, multi-function conference center and outdoor venues, a high-end fitness facility with an outdoor pool, and a childcare center for Stanford families. You will serve as the primary point of contact for event and program planning at the Stanford Redwood City campus. 

What you will do in this role: 

Perform specialized, diverse work activities and coordinate solutions, under limited supervision, solely supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of the university. This is an individual contributor role. 

Specifically: 

• Serve as the liaison between SRWC Operations, procurement, and vendors. Managing billing and accounts payables for the department. 

• Monitor SRWC service request transmittal logs, schedule flow, critical alarms, and follow-up on flagged items. Respond to e-mails in SRWC operations inbox, Slack. Supporting SRWC Communications team.  

• Serve as a quality control agent performing periodic inspections: vendors, water/anchor points, building day-to-day readiness and building operational/compliance signage. Direct support to facilities maintenance programs and projects, including keeping records for compliance with governmental documentation.  

• Coordinate and monitor routine maintenance services (trash, custodial, utilities, pest control, landscapes, grounds). This task includes the management of maintenance shutdown requests and procedures (fire alarms bypass, etc.). Outreach to business units’ leaders, vendors, engineers, contractors, attending job walks and job scopes. 

• Management of the Special Operations Facilities Team and SRWC Operations open items lists, including weekly meetings with vendors/SU partners. Maintain SRWC Operations records, processes, and online operations manual. 

• Periodic updates of the eDNA database. Uploading invoices and utilities consumption data. Trend and report maintenance key performance indicators. 

• Handle property administration by completing tagging, data entry and inventory; completing purchase orders, receiving; and completing record keeping, tracking, information gathering and support for space allocation decision makers. iSpace Management. Serve as Departmental Property Administrator (DPA), in charge of creating and maintaining asset records in Sunflower.  

• Participate in emergency preparedness, recovery, and business continuity coordination. Support SRWC resiliency and emergency response program. 

* - Other duties may also be assigned 

To be successful in this role you must bring: 

• Associate degree and three years related, demonstrated facilities management experience, or a combination of education and relevant experience. 

• Valid California Non-commercial Driver's License. 

• Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups. 

• Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates. 

• Working knowledge of applications such as Excel, Word, PowerPoint, Project. 

• Experience working with internal and external vendors and services contracting. 

• Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to purchase order tracking, receiving, and inventory control. 

Additional Information: 

Physical Requirements*: 

• Frequently stand/walk, seated, performs desk-based computer tasks. 

• Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds 

• Rarely, kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds. 

• Ability to obtain and maintain a California Non-commercial Class Driver's license and drive day or night.  

WORKING CONDITIONS: 

• Requires 24-hour response availability seven days per week for emergency situations. 

• May be exposed to noise > 80dB TWA. 

• May working at heights 4 - 10 ft. 

WORK STANDARDS: 

• Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.  

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. 

• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. 

• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu . 

Why Stanford is for You 

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with: 

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TEDTalk, film screening, or listen to a renowned author or global leader.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall or choose from hundreds of health and fitness classes at our excellent exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts, and more!

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.