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Robert Half Logo Robert Half · Office Administration

Facilities Assistant

United States, Oakland · Job Posted May 05, 2026
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Job Description

We are looking for a Facilities Assistant to support the daily operation of a non-profit organization’s workplace environment in Oakland, California. This Long-term Contract position is ideal for someone who brings strong coordination skills, a service-focused mindset, and hands-on experience helping maintain safe, organized, and functional facilities. The person in this role will help manage building-related requests, support conference room readiness, and work closely with vendors and internal teams to keep essential services running smoothly.

Job Responsibility

  • Coordinate day-to-day facilities support activities to ensure offices, shared spaces, and building services are maintained in an efficient and detail-focused manner
  • Monitor and respond to maintenance requests through a computerized maintenance management system, tracking progress and helping drive timely resolution
  • Prepare conference rooms for meetings and events by confirming room setup, functionality, cleanliness, and availability of needed resources
  • Partner with external service providers and building vendors to schedule work, follow up on service completion, and maintain consistent service quality
  • Assist with basic oversight of building systems, including HVAC-related issues, and escalate concerns when specialized support is required
  • Maintain accurate facilities records, service logs, and work order updates to support operational visibility and compliance
  • Support timekeeping and administrative coordination related to facilities operations using systems such as Kronos when needed
  • Work with facilities leadership and cross-functional teams to address workplace needs, prioritize requests, and improve overall site support
  • Help identify and communicate operational issues affecting the workspace, contributing to a safe, organized, and reliable environment for staff and visitors

Requirements

  • At least 3 years of experience in facilities support, facilities coordination, or a similar workplace operations role
  • Hands-on experience using CMMS or other computerized maintenance management systems to manage service requests and track work orders
  • Familiarity with conference room coordination, including room setup, scheduling support, and readiness checks
  • Experience working with external vendors and service providers, including scheduling, follow-up, and issue resolution
  • Working knowledge of HVAC systems and the ability to recognize and escalate maintenance concerns appropriately
  • Experience with administrative or operational systems such as Kronos Timekeeping System is preferred
  • Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment
  • Effective communication skills and a customer-focused approach when supporting employees, visitors, and business partners

Nice to have

Experience with administrative or operational systems such as Kronos Timekeeping System

What we offer

  • medical, vision, dental, and life and disability insurance
  • enrollment in company 401(k) plan
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