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Eames Institute · 1 month ago

Property Operations Coordinator

Petaluma, CA

Full-time

Onsite

Mid Level

$67K/yr - $84K/yr

3+ years exp

The Eames Institute of Infinite Curiosity is a nonprofit dedicated to advancing the legacy of designers Ray and Charles Eames. The Property Operations Coordinator will support the daily functioning and efficiency of the Institute's properties, managing logistics, maintenance, and project coordination while fostering collaboration across teams.

Non ProfitSocial

Responsibilities

Deliver constant and effective communication, serving as the central point person for projects and collaboration across teams and with clients

System liaison for preventative and project maintenance, including monitoring and reporting up maintenance schedules and preventive plans

Create, track and close work orders; coordinate with internal team, outside vendors, contractors, etc

Develop and implement contingency plans to address potential issues

Support the coordination of projects and consultants by managing schedules, preparing itineraries, facilitating communications, and tracking next steps to ensure smooth logistics and flow of information

Monitor, identify, assess, and mitigate project risks to ensure successful project outcomes

Coordinate with consultants and public agencies on compliance and scheduling

Track, manage, and create visibility for a multi-project calendar that effectively communicates interrelated timelines and plans, as well as ongoing priorities in property operations

Provide coordination and support for impact-driven programs, projects, and events, facilitating communication and collaboration across stakeholders and championing cross-team efforts

Provide administration support across property operations and program activation. This includes travel reservations, itinerary development, and coordination for external partners, when needed

Be a trusted representative on site, knowing what's happening daily and ensuring quality control regarding ready-state, cost and other deliverables

Contribute to the ready-state of property (this includes, but is not limited to facilities, farm and property maintenance)

Coordinate room setups, furniture/equipment moves and workspace changes when necessary (office moves and/or event support)

Understand and facilitate the process for budgets, proposals, invoices, and payments, ensuring the lines of communication are fluid and successful

Organize and maintain property-related permits and annual regulatory requirements, as well as project-related drawings, documents, and correspondences

Work with the team to write scopes of work and solicit competitive bids for services and construction ensuring diverse representation in alignment with organization goals

Build and maintain systems to track costs, approvals, documentation, and monitoring requirements

Establish and enforce quality control and assurance processes to ensure high standards of property management and safety protocols; conduct regular site inspections and audits

Participate in and contribute to the Institute's culture of curiosity and learning

Inspire and teach others about strong execution and project management

Develop the organization's capacity to uphold high standards in properties and operations to deliver impeccable guest experiences and programs

Build and share knowledge, appreciation, and curiosity of the history, contributions, and legacy of Ray and Charles Eames

Help cultivate and nurture healthy collaboration and communication between individuals and groups across the organization

Qualification

Logistics coordinationBudget managementProject managementAsana proficiencyAdministrative coordinationCommunicationTeam collaborationAttention to detailAdaptability

Required

Deep understanding of the Eames Institute's mission, values, and design-driven purpose; brings enthusiasm for design as a tool for problem-solving and stewardship

Skilled communicator and collaborator who coordinates effectively with diverse stakeholders and fosters teamwork built on integrity, honesty, and transparency

Adaptable and confident in navigating ambiguity, evolving priorities, and complex projects—from property development and permitting to long-term planning

Demonstrates ownership, attention to detail, and analytical decision-making; follows through with thoughtful, high-quality execution

Experienced in managing logistics, budgets, schedules, events and documentation; proficient (or eager to learn) tools like Asana

Brings 3–5 years of experience in administrative coordination, project support, or operations—ideally in property, construction, facilities, or cultural institutions—with a commitment to growth and contribution to long-term capital projects

Embraces a hands-on approach and brings a no-task-too-small mindset to work across ranch and property sites