Job Description

The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks a Facilities Operations Coordinator for its Facilities Operations Department.

About the Foundation

The William and Flora Hewlett Foundation invests in creative thinkers and problem solvers working to ensure that people, communities, and the planet can flourish. Together with our partners, we are harnessing society’s collective capacity to solve our toughest problems — from the existential threat of climate change to persistent and pervasive inequities, to attacks on democracy itself. A nonpartisan philanthropy, the Hewlett Foundation has made grants in the U.S. and globally for nearly six decades based on an approach that emphasizes long-term support, collaboration, and trust.

Globally, we make grants to address both longstanding and emerging challenges like our efforts to advance gender equity and governance, reimagine the economy and society, and reduce the growing threat of climate change. Our U.S. efforts prioritize strengthening democracy, advancing education for all, and supporting community-led conservation. In the San Francisco Bay Area we call home, we make grants to support meaningful artistic experiences in local communities and support regional foundations working on critical issues such as housing. All of our grantmaking also invests in advancing racial justice and in strengthening the effectiveness of our grantees, and of philanthropy itself. The Hewlett Foundation’s assets are approximately $13.9 billion with annual awards of grants totaling more than $630 million. More information about the Hewlett Foundation is available at: www.hewlett.org

The foundation has approximately 130 employees, in programmatic, operational, and investment roles, located in the San Francisco Bay Area. Across the organization, our employees are challenged with meaningful work, have the resources for ongoing professional development and learning, and contribute to a collegial and engaging environment where they can thrive. We are committed to fostering a culture of inclusion as part of our guiding principles and encourage individuals with diverse backgrounds and experiences to apply.

About the Facilities Operations Department

The Facilities Operations department oversees the care of the foundation’s building and grounds. This small team takes immense pride in maintaining an environmentally friendly, safe, and healthy environment for the Hewlett Foundation’s staff. The department’s operations include health and safety, security, building maintenance systems, ergonomics, food services, meeting space access, office supply procurement, and sustainability practices.

The department also partners with the local community providing meeting venues for local nonprofits as well as the foundation’s grantees.

Position Overview

The Facilities Operations Coordinator plays a vital role in ensuring the Foundation's building systems function efficiently, supporting a safe, comfortable, and productive work environment. This role is key to fostering a powerful sense of community and upholding the Foundation’s organizational identity through consistent facilities, operations, support, and coordination.

Essential Duties and Responsibilities

Food & Beverage Program Leadership (60%)

• Serve as the primary point of contact and lead for all Foundation food and beverage services, setting a high standard of hospitality across all kitchens, snack, and coffee areas.
• Manage the stocking, organization, and cleanliness of all food service areas, ensuring they are fully supplied, well-presented, and aligned with staff needs.
• Coordinate with catering vendors for staff lunches, breakfasts, special events, and meetings — ensuring quality service and timely delivery.
• Proactively assess kitchen and snack areas to maintain a consistent, high-quality experience for staff throughout the workday.
• Monitor consumption patterns and manage food and beverage inventory effectively, minimizing waste while meeting demand as well as financial oversight of Food and Beverage budget, expense reporting, etc.

Facilities Operations & Customer Support (20%)

• Function as a first responder and internal service provider, addressing daily maintenance needs quickly to ensure a safe and comfortable workplace.
• Build strong relationships with internal staff and deliver prompt, courteous, and solutions-oriented support for all facilities-related requests.
• Ensure building systems and equipment are in optimal condition, conducting or coordinating routine upkeep and minor repairs as needed.
• Assist with facilities-related improvement projects by gathering data and preparing reports with guidance from Facilities leadership.
• Assists internal office moves and maintain accurate records of furniture and equipment inventory.
• Provide exceptional support for reception services, warmly welcoming guests and supporting front-desk operations as needed.

Meeting & Event Support (5%)

• Assist with room setups for meetings and events, including furniture arrangements and AV support, ensuring a seamless experience for staff and guests.
• Participate in support rotation for quarterly board meetings.

Facilities Department Support (10%)

• Monitor and provide support for the Building Management System (BMS).
• Required participation in the department’s on-call rotation schedule (2 weeks on, 4 weeks off).

Foundation Support (5%)

Qualifications

• High school diploma or equivalent work experience required.
• 4–5 years of experience in facilities operations or related field; Proven experience in hospitality, food service coordination, or facilities support.
• BOMA certification or training in facilities management preferred.
• A customer-first mindset with a strong commitment to creating a positive and productive workplace environment.
• Comfortable using computer systems and mobile technology; proficiency in word processing and email required.
• Experience with, and understanding of, power tools and basic building systems.
• Strong critical thinking skills related to building operations and maintenance.
• Strong organizational skills, attention to detail, and the ability to anticipate needs before they arise.
• Proven ability to manage multiple responsibilities independently, adapt to shifting priorities, and meet deadlines.
• Excellent communication and people skills with the ability to engage and collaborate with vendors, contractors, and colleagues professionally and courteously.

Physical Requirements / Work Environment

• Frequent walking throughout the Foundation facility and occasional short-distance travel for errands.
• Regular use of hand and power tools.
• The ability to lift and move items up to sixty pounds.
• Required schedule of 9 hours on-site each day Monday-Thursday; 4 hours Friday.

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits. The salary range for this role starts at $75,000-$90,000. Offers are based on the candidate's years of experience and our practice of maintaining salary equity within the foundation.

Please apply online and submit a resume and cover letter explaining how your skills fit this position.

The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion, both internally in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer, and welcome applications from people of all backgrounds, cultures, and experiences.

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