Facilities Administrative Coordinator

JOB SUMMARY:

The Facilities Administrative Coordinator plays a key role in supporting the operational efficiency of the Salinas and Marina sites. This position is responsible for coordinating facility maintenance, repairs, supply management, and administrative functions while ensuring compliance with safety and security protocols. Acting as the primary liaison for facility-related matters, the Coordinator collaborates with site management teams, oversees fleet and equipment management, facilitates meetings and events, and supports site staff with process and procedure guidance. This role is essential in fostering safe, organized, and efficient operations across both locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative and Vendor Management

• Oversee front desk operations, ensuring smooth day-to-day functioning.
• Assist with general office duties such as correspondence, scheduling vendor services, data entry, and site-specific onboarding.
• Receive, organize, and distribute mail for both sites.
• Process and track invoices for facility maintenance and purchases for the Salinas and Marina sites. Allocate charges to appropriate department codes.
• Maintain vendor records, ensure contracts are up-to-date, and update vendor files as needed.

Facility Operations and Maintenance

• Monitor and schedule inspections, routine maintenance, and repairs for equipment and buildings at the Salinas and Marina sites.
• Initiate and collect bids for OPEX and CAPEX projects for both sites.

Supply and Inventory Management

• Collaborate with Salinas and Marina Management Teams to order supplies and manage inventory to support efficient workflows.

Fleet and Equipment Management

• Oversee pool vehicle coordination, including tracking requests, scheduling regular vehicle maintenance, and conducting inspections.
• Report IT site issues, coordinate copier maintenance, and facilitate other equipment repairs and services as needed.

Safety and Security

• Monitor site gates and access points; manage visitor access, issue temporary badges, and provide directions as needed.
• Manage and coordinate access cards and maintain access control lists for both sites.
• Support safety training scheduling, tracking, and administration in compliance with SAI safety policies and California state law.
• Create and maintain up-to-date floor plans for both sites.

Meeting and Event Coordination

• Administer Salinas and Marina Management Team meetings, including preparing agendas, taking notes, assigning, and monitoring action items.
• Work with HR and Corporate Administration to plan and coordinate site activities, including meetings, events, and tours for both sites.

Staff and Site Support

• Provide guidance to site staff regarding facility-related processes and procedures.
• Act as the primary liaison for Salinas and Marina sites, addressing operational needs and ensuring effective communication between departments.
• Chair and administer the Site TeamUp Programs, fostering team engagement and collaboration.
• Manage the ordering and distribution of site-branded logowear for employees.

Additional Responsibilities

• Assist in addressing and following up on insurance audit action items.
• Perform additional duties as assigned to support site operations.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• Strong record-keeping, data collection, and reporting skills with a high attention to detail.
• Excellent verbal and written communication skills, with the ability to convey information clearly and professionally.
• Proficiency in word-processing and spreadsheet software, with the capability to accurately create and manage various types of correspondence and reports.
• Ability to engage professionally and effectively with management and colleagues, maintaining composure and collaboration in high-pressure or challenging situations.
• Self-motivated with strong analytical and problem-solving skills.
• Familiarity with standard operating procedures and processes, preferably in the seed industry or a manufacturing environment, is preferred.
• Bilingual skills are preferred but not required.

EDUCATIONAL AND EXPERIENCE BACKGROUND:

• Bachelor’s degree (BA or BS) preferred.
• Minimum of three years of related experience required.
• At least five years of high-level administrative experience, ideally in an administrative or coordinator role.

WORKING CONDITIONS/PHYSICAL DEMANDS:

• Must be able to type and/or work at a computer terminal for long periods of time.
• Must be able to sit for long periods of time.
• Must be able to lift 15 pounds.

COMPENSATION & BENEFITS:

• Salary: $25-$29 per hour
• Medical, Dental & Vision Insurance coverage for employees and their families
• Basic Life & AD&D Insurance
• 401k program with company match
• Profit Sharing program (via 401k)
• Holiday & Performance Incentive Bonus program
• Paid Vacation: 10 days per year to start, increases with tenure
• Sick Leave: 1 hour accrued per 30 hours worked for first 30 days, 6.67 hours per month thereafter.
• 14 paid company holidays, 2 floating holidays & birthday off
• Paid Family Leave: 15 days after 12 months of service for FMLA qualifying events
• Company provided EAP
• Company provided subsidy for health/fitness clubs & apps

*To perform this job successfully, an individual must be able to perform each essential duty (as described above) satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.