Position Announcement: Site Manager, Sobrato Centers for Non-Profits
Status: Full-time, Non-Exempt
Reports to: Property Manager, Sobrato Center for Nonprofits
Sobrato Philanthropies creates social change by partnering with communities to build a world that is more inclusive, equitable, and sustainable. Guided by the business philosophy and personal values of the Sobrato family, three generations engage in grantmaking, advocacy, impact investing, and collaborative efforts designed to create impact in the communities they serve. Sobrato Philanthropies is part of The Sobrato Organization, a multi-generational, family-owned firm that has played a dynamic role in the emergence and growth of Silicon Valley for nearly 70 years. Sobrato Philanthropies leverages the combined power of multiple giving vehicles, including the Sobrato Family Foundation, which has focused on building opportunity in Silicon Valley since 1996 and more recently nationally and globally. The Sobrato family is committed to making a difference in all the foundation’s programs through business and philanthropic leadership.
About the Position
The Sobrato Centers provide office space to 70+ Bay Area nonprofits and offers conference facilities for numerous local nonprofits, free-of-charge with a vision of creating a resilient and effective nonprofit community serving low-income Silicon Valley residents. The Site Manager is the single on-site Sobrato staff person at the Center on a day-to-day basis, with support from security, a building engineer, and occasional receptionist services. This position will manage the center to ensure effective and efficient operations, maintain a safe environment, and develop a sense of community and connection among tenants. The Site Manager is responsible for overseeing daily operations, developing intra-center communications, streamlining administrative procedures, managing relationships with vendors and service providers, and providing attentive customer service to tenants and conference center users. While responsible for general coordination for the onsite SCNP community, the Site Manager will also partner and provide support to a Property Management team, building engineer, security, and vendors, and will facilitate property logistics and be responsible for oversight and maintenance. This position requires a professional, flexible, and responsive individual who serves as the public contact and a representative of the Sobrato Center for Nonprofits. The position handles inquiries and scheduling for the public meeting rooms, co-creates policies and procedures, responds to tenant maintenance requests, develops community engagement opportunities and communications, responds to onsite emergencies, and supports the capital improvement work of the Sobrato Centers for Nonprofits. The ideal candidate will have excellent discretion and judgment and be able to pivot and reprioritize in a fast-paced environment. We are currently hiring at the nonprofit center location in Palo Alto (Bayshore).
Conference Center Management
- Greet all users and their guests in a professional, friendly, and welcoming manner.
- Professionally and promptly respond to phone, email and in-person inquiries about the conference facilities and provide tours and orientations of the space to educate guests on policies and features.
- Enforce policies effectively and graciously; educate partners on the purpose of the policies and help develop followership for successful feeling of synergy between the foundation and the community.
- Develop and maintain written policies and procedures, marketing, and collateral materials for the Centers.
- Promptly process all room reservations and schedule on master calendar; generate daily and monthly reports regarding usage.
- Obtain and track all required meeting reservation documents to ensure compliance with insurance and policies.
- Ensure all users are adequately trained so they are equipped to operate in a self-sufficient manner, (e.g., room setup, phone/polycoms, A/V equipment, temperature settings, use of kitchen areas, and access to storage facilities, etc.)
- Ensure that conference rooms, kitchens, shared spaces, equipment, and storage areas are well maintained.
- Coordinate in partnership with the Property Management (PM) team on any conference room repairs needed.
- Host orientations annually and as needed to ensure guests are up to date on all current policies as it pertains to the Conference Center usage.
Communications and Nonprofit Center Community Facilitation
- Interface with tenants and provide news, updates, and correspondence in-person and through an online collaboration site and monthly newsletter.
- Foster a dynamic network and build the sense of community for tenants through strong relationships and creative programming and functions, including socials, and partner on SFF-sponsored tenant events.
- Support communications activities and charitable campaigns for SCNP community.
- Support event planning for key Sobrato Family Foundation meeting.
- Partner with the Program Director and/or cross department teams on creating, supporting and executing opportunities for the tenant base and program.
- Provide support and coordination for Property Management led orientations to inform and remind tenants of property policies and procedures.
- Provide as needed support, access and direction to the building engineer and vendors for facility related items.
- Conduct daily building and property walk-through inspections (interior & exterior) and follow up partner with the PM team to ensure all needs are addressed.
- Assist with annual budget and RFP (request for proposal) process and invoice discrepancy resolution.
- Participate in and support emergency planning and preparedness for tenants and conference center guests; conduct annual drills.
- Provide after hours and on-call availability for emergencies, if needed.
- Partner with Property Management team and vendors on property wide projects including, but not limited to construction, capital projects, move ins/outs, security etc.
- Support training and onboarding of new staff as needed.
- Work with other Foundation teams to advance collective strategies.
- Complete special projects as assigned.
- Participate in team discussions where brainstorming can occur and the team dynamic strengthened.
- Overtime may be required.
- Demonstrated commitment to Sobrato Philanthropies’ mission, values and vision.
- Solid knowledge of both quantitative and qualitative methods—skilled in determining appropriate mix of methods to meet the Foundation’s information and knowledge-building needs.
- Demonstrated capacity to effectively apply learning, and to use research and evaluation in the evolution of organizational strategies and program execution. Strong entrepreneurial mindset, with a passion for harnessing the opportunities inherent in a new role.
- Exceptional organizational and multi-tasking skills; attention to detail is essential.
- Outstanding verbal, written, and interpersonal communication skills. Ability to write clearly and succinctly.
- Independent work style with ability to effectively partner and collaborate with other team members.
- A strong sense of self-confidence, self-awareness, and a self-starter.
- Strong computer skills and ability to use technology effectively. Experience in a MAC environment preferred.
- Keen judgment when facing multi-faceted issues.
- Commitment to helping the development of operational and programmatic goals by ensuring its efficiency.
- A good listener and consultative leader with well-developed interpersonal skills; strong oral and written communication skills; and the ability to listen and present ideas clearly and persuasively to diverse audiences.
- Welcomes and actively contributes to intellectual give and take -- asks thoughtful questions, is open-minded, is comfortable challenging ideas and benefits from being challenged.
- Ability to use tools to organize and track large amounts of data for information and feedback.
- Comfort working in ambiguity.
- Ability to engage in DEI discussions and be part of a culture where DEI is a central focus.
Key Competencies for the Role
Operating, Planning and Executing: We actively manage to our goals and workstreams, and support the goals and workstreams of others. We proactively seek to clarify roles, responsibilities, and decision-makers when working with others. We strategically plan, organize and prioritize work effectively, navigate obstacles, and find solutions. We make effective and timely decisions, and we manage up as needed when decisions are out of our scope, sharing timely key details, context, and potential options. We take ownership of the work.
Communication: We share information proactively, effectively and efficiently using verbal, non-verbal and written communication skills, with knowledge and flexibility to communicate across diverse identities, styles, needs and experiences. We understand the power that comes from voice, and are mindful of when to lean in, when to step back, and when to amplify others. We provide timely feedback to our partners in the work.
Collaboration: We value, see, hear, affirm, and work in partnership with people - inspiring and motivating others while leveraging the benefits of the team to do our work in community. Our work is done, and decisions are made through building authentic and trusting relationships and in close partnership and alignment with stakeholders. Collaboration can be seen in strategic development and implementation, decision-making structures, etc.
Adaptiveness: We seek out clarity while adjusting, learning, adapting and prioritizing work regularly to the benefit of our mission. We anticipate and prepare for change, and are flexible while navigating complex, changing and sometimes ambiguous environments internally and externally. Adaptiveness can be seen in mindsets, decision-making and responsiveness to feedback.
Learning Orientation: We are curious and humble, seek out and act on feedback, listen to inform our decisions and guide our actions, reflect on areas of growth and development, and actively support others’ improvement while appreciating that lessons come from failure.
The Site Manager is motivated at the opportunity to engage with nonprofit agencies and build a community of co-located services.
Sobrato Philanthropies is based in Mountain View, California. The Site Manager will be expected to work on site at the Palo Alto Sobrato Center for Nonprofits, Bayshore.
Physical Demands and Working Conditions
This is a full-time non-exempt position, though additional hours and evenings may be necessary to attend events and functions. Work will include long periods of sitting and standing and driving, so reliable transportation and a valid driver’s license is required. Time will be spent on the phone and sitting in front of a computer. Some lifting up to 15 pounds may be required. The team is currently working on a hybrid schedule with 4 days on-site, 1 day remote.
What We Offer
Sobrato Philanthropies promotes equitable and rewarding compensation for its team. Salary is commensurate with experience, plus a competitive benefits package with perks including medical, dental and vision coverage; life insurance; 401(k) plan with generous employer match; paid time off; vacation and holidays; access to professional development resources; matching gift contributions; an Employee Assistance Program (EAP); cell phone reimbursement; public transportation passes; dedicated parking; stocked kitchen snacks and beverages; and many employee events and lunches!
Beyond competitive salaries, benefits and perks, joining Sobrato Philanthropies is an opportunity to build upon the Sobrato family legacy of strong values, deep commitment and large-scale community impact. Sobrato Philanthropies is dynamic, growing, encourages collaboration and continuous learning, and is committed to fostering a culture of inclusion. Our team has the opportunity to contribute immediately taking on meaningful work alongside caring, talented colleagues.