Posted February 10, 2025

Facility Coordinator

KNow Research  | San Francisco, CA, US

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About the Role

We are seeking an experienced Facility Coordinator to join our growing team. This position will manage the agency’s new workspace and qualitative research facility in San Francisco.

Position Summary: The Facility Coordinator manages and optimizes the operational aspects of the agency’s new workspace and qualitative research facility in San Francisco. This position involves scheduling, stakeholder communication, and effective oversight of facility operations to ensure optimal functioning and alignment with organizational goals. It will begin as a part-time contract position for a 90-day trial period and then become a full-time employee position (30+ hours per week).

Possible Key Responsibilities:

• Manage the scheduling and execution of facility operations, including maintenance, inventory, budgeting, and staffing.
• Meet KPIs for monthly facility bookings
• Create marketing materials and a booking system for office/facility rental
• Managing existing booking sites (ex. Peerspace)
• Communicate effectively with stakeholders to ensure alignment and address operational issues.
• Hosting clients, vendors, and staff in a friendly, approachable manner.
• Conduct regular reviews of facility operations to identify and mitigate risks.
• Conduct sales outreach and maintain client relationships for office/facility rental
• Learn A/V equipment and software to set up streaming/recording systems for facility use
• Train/oversee additional staff members to host office/facility events as needed
• Develop/refine best practices for our team to conduct in-person research/workshops in our facility
• Attend bi-weekly team meetings via Zoom

Possible Qualifications:

• Proven experience in facility operations management.
• Strong leadership and communication skills.
• High proficiency in project and facility management tools.
• Exceptional problem-solving skills and operational oversight capabilities.
• Demonstrated ability to manage complex facility operations and client relationships.

Essential Physical Functions:

Must be able to talk and hear over the phone, webcam, and in person. Extended sitting and use of hands and fingers for keyboard work are required. Occasionally will need to stand, walk, reach, balance, climb, stoop, kneel, crouch, crawl, or stand for long periods. Vision abilities require driving, as well as close reading. Lifting and carrying are occasionally up to 50 pounds.

Essential Mental Functions:

Must be able to work both in-person in SF and remotely, and must be able to sustain concentration wherever they work. They are also required to organize their work schedule and meet frequent project deadlines.

The ideal candidate will have experience with overseeing facility management and scheduling, with a robust understanding of operational processes. Preference for someone with in-person qualitative market research experience, as well as proficiency in project management. Experience with supplier and team management will be key assets.

You are:

• Local to San Francisco and able to work in the facility as needed during regular business hours, as well as some evenings and/or weekends as needed
• An experienced project and people manager
• Highly organized and detail-focused, with both digital and physical materials, with an ability to handle multiple projects at once and shifting priorities and timelines
• An excellent communicator, both written and verbal - you are unafraid of asking questions or for help when you face roadblocks
• A driven self-starter with a passion to innovate
• A tech-savvy person who thrives in a dynamic environment and enjoys the freedom to manage their own time
• Professional, confident, hospitable, and flexible, allowing you to work collaboratively and effectively with clients, participants, and colleagues of diverse backgrounds

You have:

• BA/BS minimum
• 5+ years of relevant work experience, preferably with market research, advertising, or client-side agency
• Experience setting up and hosting in-person meetings, workshops, events, and research sessions, including training junior staff to help you do so
• Operations and/or logistics knowledge related to facility management or research management
• Experience in marketing for research agencies, facilities, or coworking spaces is strongly preferred
• A service background/experience (e.g. hospitality, wait-staff/bartending/hosting, catering, event planning/events management, hotel staff, customer service rep OR previous in-person market research facility hosting is preferred)
• Comfortable using a computer; must be able to type and keep the office booking up to date on systems like Peerspace
• General knowledge of A/V equipment and comfortable managing live-streaming
• Knowledge of full Microsoft Office Suite / G-Suite (especially Google Calendar), as well as collaboration tools like Canva, WordPress, Zoom, Slack, Dropbox, etc.
• Experience using Canva and editing tools, as well as a quick learner of new technologies/software in general
• Comfort in using office equipment such as printers, scanners, etc.
• Ability to do various admin, hosting, and hospitality responsibilities as required
• Willingness to jump in and wear multiple hats, and help the rest of the team if/when needed on research projects or administrative tasks
• Ability to communicate in a courteous, professional, and patient manner to people of all backgrounds including clients and participants. This includes in-person, over email, and on the phone
• A friendly/energetic demeanor, with a can-do attitude. Cool under pressure/moments of high stress. Excitement to join a collaborative team

Why choose KNow:

• Helping to support a growing company with a focus on innovation and a lot of momentum
• Joining a team culture that's built on trust and hard work, while still having a good time
• Leadership that invests in you, your personal and professional development, and your career growth
• Fun and collaborative team offsites, lunch & learns and initiatives
• We have a lineup of clients many could only dream of working with, including Discover, Mercury Financial, Voya, Dow Jones, Savage X Fenty, Athleta, San Francisco State University, and many more!

Please note that you must be eligible to work in the USA, and be local to San Francisco to be considered for this role. We thank everyone for their interest, however, only successful applicants will be contacted. All initial interviews will be conducted via Zoom and the position will be a combination of in-person work at the San Francisco office, remote work, and potential occasional overnight travel to support in-person fieldwork.

Whom to contact:

Please send your resume to admin@knowresearch.com with a subject line reading “Facility Coordinator Application – your name”. Submissions received via LinkedIn will not be reviewed.

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