Facilities Coordinator

Persons in these roles are expected to work from our offices in Seattle. On-site requirements vary based on position and team.

About the role

Ai2 is seeking a Facilities Coordinator to join our high-performing Operations team. In this key role, you will lead the day-to-day management and continuous improvement of our dynamic office environment, ensuring an exceptional workplace experience that supports our world-class research and engineering teams. We're looking for a proactive, detail-oriented professional with a strong track record in facilities coordination, office operations, and service excellence. You bring advanced problem-solving skills, thrive in a fast-paced environment, and demonstrate exceptional judgment and follow-through. A natural collaborator and skilled multitasker, you anticipate needs, streamline processes, and deliver thoughtful, personalized support to create an efficient and welcoming workplace. As a member of the team, you will help shape the future of our physical spaces and serve as a trusted resource across the organization.

Responsibilities

• Establish strong relationships and communication within all levels of the organization to provide excellent internal customer experience and personal connection. This may include use of Gmail and other G-suite products.
• Lead operations throughout our AI2 offices, including but not limited to food service, event support, cleaning and organizational projects/tasks, and basic maintenance functions in collaboration with internal and external partners.
• Help staff the reception desk at our location by partnering with the Office Manager to ensure adequate coverage.
• Ensure office is well-stocked with necessary supplies.
• In collaboration with the team, ensure delivery and quality of goods and services from vendors and suppliers by receiving from the loading dock/front door and carrying or using carts to transfer goods.
• Carry out operational/logistical tasks as assigned by Operations Manager to ensure a safe, clean, and efficient office environment for all employees, which may include walking, standing, and the use of cleaning supplies.
• Work with senior team members to establish, review, and own vendor relationships (may include caterers, property management, trade vendors, and suppliers).

Requirements

• 1+ years of Facilities Coordinator or Office Coordinator experience.
• Ability to thrive in an ambiguous and ever-evolving environment.
• Ability to multitask, work in a fast-paced environment, and have a high level of attention to detail.
• Self-starter, highly proactive, and collaborative.
• Positive, enthusiastic, and service-oriented attitude.
• Results-oriented with the ability to be flexible and work well under pressure.
• Excellent interpersonal skills with strong written and verbal communication abilities.
• Advanced experience with the Google Suite of software applications.
• Enthusiasm to work on a small, collaborative team.
• Experience with Microsoft Office, Excel, and PowerPoint and Google Apps.

This role is not eligible for remote work and is expected to perform duties in the office Monday - Friday.

Physical Demands and Work Environment

• Must be able to remain in a stationary position for long periods of time.
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• The ability to observe details at close range.
• Can work under deadlines.

About Ai2

Ai2 is a Seattle-based non-profit AI research institute founded in 2014 by the late Paul Allen. Our mission is building breakthrough AI to solve the world’s biggest problems. We develop foundational AI research and innovation to deliver real-world impact through large-scale open models, data, robotics, conservation, and beyond.

In addition to Ai2’s core mission, we also aim to contribute to humanity through our treatment of each member of the Ai2 Team. Some highlights are:

• We are a learning organization – because everything Ai2 does is ground-breaking, we are learning every day. Similarly, through weekly Ai2 Academy lectures, a wide variety of world-class AI experts as guest speakers, and our commitment to your personal on-going education, Ai2 is a place where you will have opportunities to continue learning alongside your coworkers.
• We value diversity - We seek to hire, support, and promote people from all genders, ethnicities, and all levels of experience regardless of age. We particularly encourage applications from women, non-binary individuals, people of color, members of the LGBTQA+ community, and people with disabilities of any kind.
• We value inclusion - We understand the value that people's individual experiences and perspectives can bring to an organization, and we are building a culture in which all voices are heard, respected, and considered.
• We emphasize a healthy work/life balance – we believe our team members are happiest and most productive when their work/life balance is optimized. While we value powerful research results which drive our mission forward, we also value dinner with family, weekend time, and vacation time. We offer generous paid vacation and sick leave as well as family leave.
• We are collaborative and transparent – we consider ourselves a team, all moving with a common purpose. We are quick to cheer our successes, and even quicker to share and jointly problem solve our failures.
• We are in Seattle – and our office is on the water! We have mountains, we have lakes, we have four seasons, we bike to work, we have a vibrant theater scene, and we have so much else. We even have kayaks for you to paddle right outside our front door. We welcome interest from applicants from outside of the United States.
• We are friendly– chances are you will like every one of the 200+ (and growing) people who work here. We do.

Pay

Our base salary range is $75,000 - $91,800, and in addition we have generous bonus plans to provide a competitive compensation package.

Benefits

• Team members and their families are covered by medical, dental, vision, and an employee assistance program.
• Team members are able to enroll in our health savings account plan, our healthcare reimbursement arrangement plan, and our health care and dependent care flexible spending account plans.
• Team members are able to enroll in our company’s 401k plan.
• Team members will receive $125 per month to assist with commuting or internet expenses and will also receive $200 per month for fitness and wellbeing expenses.
• Team members will receive up to ten sick days per year, up to seven personal days per year, up to 20 vacation days per year, and twelve paid holidays throughout the calendar year.
• Team members will be able to receive annual bonuses and can participate in the long-term incentive plan.