I

Institute of Foundation Models

Researches and develops foundation models

Facilities Specialist

Facilities ManagementConfirmed live in the last 24 hours
Full-timeSunnyvale, CA, USAIn-person

About the Job

Requirements

  • At least 5 years of experience in workplace coordination, facilities management, office operations, or an office, facilities, or administrative role.
  • Prior background or working knowledge in facilities maintenance, building systems, or property management coordination.
  • Familiarity with OSHA standards, Certificates of Insurance, and safety compliance; experience interfacing with local fire departments or safety inspectors.
  • Experience managing intake forms, workplace surveys, and ticketing systems such as Google Forms, Google Workspace, Slack, and Microsoft Teams.
  • Ability to organize office events, coordinate corporate catering and DoorDash orders, and manage vendor purchasing for branded merchandise.

Responsibilities

  • Serve as the primary onsite tenant liaison for building management, submitting maintenance work orders, building access requests, and parking updates.
  • Manage employee access control and badge systems with building management, including new-hire provisioning, parking permissions, offboarding deactivations, and security audits.
  • Oversee janitorial and day porter services, maintain scopes of work and service expectations, adjust duties as workplace needs evolve, monitor service quality, address gaps, and coordinate with vendors to maintain cleanliness.
  • Provide suite access for service contractors, including HVAC and maintenance vendors; ensure completed work meets company standards and collect and maintain vendor Certificates of Insurance.
  • Conduct regular floor walkthroughs; maintain space functionality; manage seating charts and desk assignments; coordinate desk moves; and oversee office freight and deliveries.
  • Ensure conference rooms and collaborative spaces are organized, functional, and ready for use; collaborate with IT to troubleshoot in-room audiovisual issues.
  • Serve as the onsite contact for the local fire department, building safety inspectors, and emergency personnel during inspections, drills, and incidents.
  • Ensure workplace compliance with OSHA and local safety codes by maintaining clear egress routes, accessible fire extinguishers, appropriate safety signage, and proactive hazard mitigation.
  • Maintain and stock first-aid stations, coordinate fire and evacuation drills, update emergency action plans, and lead office emergency-response readiness.
  • Conduct ergonomic workspace setups, address individual employee physical adjustments, and support hands-on facilities troubleshooting.
  • Coordinate workplace-related onboarding and offboarding, including workspace readiness, badge handoffs, welcome materials, parking, and collection or return of workplace property.
  • Serve as a primary resource for employee workplace needs, including access, parking, workspace concerns, office amenities, supplies, and facilities requests; coordinate resolution with appropriate teams or vendors.
  • Support seating assignments and other onsite employee needs while maintaining an organized, functional, and welcoming workplace.
  • Manage vendor ordering, inventory, and budget tracking for branded merchandise; assemble welcome kits for new hires, client visits, and company events.
  • Own daily food operations, including recurring team lunches, DoorDash orders, dietary accommodations, delivery logistics, buffet setup, and dining-area cleanup.
  • Manage micro-kitchen and pantry vendors, oversee inventory replenishment, track snack and beverage budgets, and keep kitchens and coffee stations stocked, clean, and organized.
  • Plan and execute internal gatherings, happy hours, offsites, hackathons, holiday parties, and lab milestone celebrations, including logistics and teardown.

Desired Qualifications

  • A bachelor's degree in business, administration, or a related field.
  • Strong written and verbal communication skills across all levels of the organization.
  • Deep proficiency with Slack, including channels, workflows, and integrations; Zoom; and Microsoft Teams.
  • Proficiency with financial software, Microsoft Office Suite, especially Excel, and Google Workspace.

About the Company

Institute of Foundation Models

Researches and develops foundation models

IFM builds and studies foundation models—large AI models designed to learn broadly from diverse data and be used across many tasks. Its work centers on academic research to create open, fast, and practical models that address real-world societal needs, rather than narrow applications. The models are developed by a global team across Abu Dhabi, Paris, and Silicon Valley, with a strong emphasis on openness and collaboration to advance AI science and accessibility. Unlike typical private labs that lock models behind paywalls, IFM aims to provide publicly accessible, efficient models that can be used by researchers and developers to solve real problems. The overarching goal is to push the science of foundation models forward while ensuring their benefits reach society at large.

Company size
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Company stage
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Total funding
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Headquarters
United Arab Emirates
Founded
Not listed

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