About the Eames Institute

The Eames Institute of Infinite Curiosity is a nonprofit public charity dedicated to advancing the dynamic legacy of 20th-century designers Ray and Charles Eames. By sharing the things the Eameses made and loved, along with their joyful and rigorous approach to life and work, we seek to inspire creative problem-solving that positively shapes our world. 

With our vast collections, digital and print offerings, extensive program of events, and the Eames Ranch, we aim to demonstrate the enduring value of the Eameses’ philosophy and invite people to explore their own curiosity, ask questions, and implement creative solutions to the challenges of today.

About the Role

We are seeking a Property Operations Coordinator to support the daily functioning, safety, and efficiency of our portfolio of properties while helping connect efforts across property operations, program coordination, and construction management. This role is central to the success of our planning, construction, landscape, and infrastructure projects, all of which rely on strong cross-functional collaboration. As a member of our team, you’ll take on work that advances design with purpose and contribute within a fun, curious community of makers and builders.

The Property Operations Coordinator will lead on-site, day-to-day logistical and administrative coordination in support of planning, design, maintenance, and construction efforts across Eames Institute properties, including the San Antonio Valley projects, our Richmond workspace and warehouse for the Eames Archives and Birkenstock. Responsibilities include managing work flow and maintenance schedules; coordinating vendors and contractors; supporting program and community events; tracking bids, billing, and procurement; and ensuring spaces are safe, functional, and ready for use. The ideal candidate is a strong executor and project manager, capable of driving numerous projects forward simultaneously while fostering inclusive, effective cross-team communication.

Key Responsibilities

Facilities, Maintenance and Project Coordination

• 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.

Site Operations & Logistics Coordination

• 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).

Administration & System Building 

• 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.

Organization & Culture

• 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. 

Required education, skills, abilities, competencies:

• 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. 

Essential Functions:

• This role, to start, requires the individual to be onsite at our Petaluma facility, Monday through Friday, generally between regular business hours with occasional early or later shifts as needed.
• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands for typing, writing, and handling office equipment.
• Ability to lift and carry office supplies and equipment weighing up to 40 pounds.
• Occasional standing, walking, bending, or reaching within the office environment.
• Regular use of vision abilities including close vision, color vision, and ability to adjust focus.
• Ability to communicate effectively with others via phone, video conference, and in person.
• May require occasional travel between office locations or for business meetings.

What we offer: 

• The annual salary range for this role is $67,000 - $84,000
• The Eames Institute offers a competitive benefits package, including…
• Medical, Dental, Vision and Life Insurance
• 401k employer match
• Commuting benefits
• Wellness stipend (annual) 
• Professional development stipend (annual) 
• $500 match for charitable giving, for every year of service up to five years
• Paid time off policy in addition to fourteen paid holidays

This job description is intended to describe the general requirements for the performance of this job. It is not a complete statement of duties, responsibilities or requirements. Other duties not listed here may be assigned by the CEO.  

U.S. Equal Employment Opportunity Statement

The Eames Institute values diversity, inclusion & belonging for all, and is proud to be an Equal Employment Opportunity employer. We strive to create a workplace that empowers people of all backgrounds, identities, and experiences to feel respected, valued, and able to contribute at the highest level. If you’re excited by this role but your professional experience doesn’t perfectly align with the qualifications listed, we still encourage you to apply.