Property Operations Manager

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 Properties Operations Manager to facilitate an intersection of workstreams between property operations, program coordination and construction management. This role is critical to ensuring success across various planning, construction, landscape, community and infrastructure projects, all of which require strong cross-functional collaboration. As a member of our staff, you’ll be challenged to take on work that advances design with purpose. You’ll also work with a fun and curious group of makers and builders. 

The Property Operations Manager will be responsible for on-site, day-to-day coordination of various projects focused on the planning, design, and construction of Eames Institute properties. Project coordination will include, but is not limited to team, and community and/or corporate events, property maintenance (bids, billing and scheduling), and construction planning for both our San Antonio Valley projects as well as our Richmond workspace and warehouse for the Eames Archives.

This role will serve as an excellent executor and project manager, able to drive numerous projects forward simultaneously, while leading inclusive processes that enable effective cross-team collaboration.

In this role, you will…

Project Management

• Deliver constant and effective communication, serving as the central point person for various projects and maintaining strong collaboration with the client groups, including our Senior Directors (Properties, Design & Construction and Planning & Community Engagement), and additional Project Stakeholders. 
• Coordinate the workflow of various consultants, architects, landscape architects, engineers, specialty designers and other community representatives and experts and serve as the primary point of contact representing the organization and managing the flow of information.
• Facilitate design, planning, and construction schedules and dissemination of milestones, guiding course correction where necessary.
• Monitor, identify, assess, and mitigate project risks to ensure successful project outcomes. Develop and implement contingency plans to address potential issues.
• Coordinate with consultants and public agencies on compliance and scheduling.

Operations & Coordination

• Lead internal efforts to coordinate communications and efforts between various stakeholders, championing cross-team collaboration.
• In close collaboration with the Senior Director of Design & Construction, Senior Director of Properties and the Senior Director of Planning & Community Engagement, provide administration and support across property operations and program activation. 
• Be the trusted representative on site, knowing what’s happening on a daily basis and ensuring quality control regarding cost and deliverables. 
• Provide coordination and support as needed across various efforts and events that deliver impact-driven programs and experiences. 
• 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.

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 Directors 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 construction and safety protocols; conduct regular site inspections and audits.

Organization & Team Culture

• Participate in and contribute to the Institute's culture of curiosity and learning.
• Inspire and teach others about strong execution and project management.
• 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.

The ideal candidate has:

Required skills, abilities, competencies

• Strong grasp of the Eames Institute, its mission, and work.
• Enthusiasm about design with purpose.
• Highly prioritizes communication and coordination with key stakeholders.
• Confidently navigates ambiguity, uncertainty, evolving needs, and opportunities.
• Owns projects and responsibilities, making informed decisions or recommendations to key stakeholders and decision-makers.
• Seeks out, welcomes, contributes, and integrates creative feedback.
• Understands and embraces the complexity of property development, permitting, and long-term planning.

Education and Experience

• Five (5) years experience serving as an Executive or Administrative Assistant or Project Coordinator in a relevant field or construction project.
• Degree in Architecture, Construction Management or related field, or equivalent related work experience is a plus.
• Relevant experience with mid-size properties and facilities related to gallery, library, archives, or museum industry is a plus. 

Other duties:

Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

Work hours, working styles, and additional benefits: 

• This role, to start, requires the individual to be onsite at our Petaluma location, Monday through Friday, generally between regular business hours with occasional early or later shifts as needed.

What we offer: 

• Medical, dental, and vision insurance, for which the organization covers 99% of the cost for employees and 75% of the cost for dependents
• Base salary range: $76,000 - $96,000
• 401k employer match up to 6%, commuting benefits, and parental leave
• Wellness benefit of $600 per year to spend on anything that contributes to your mental and physical wellness
• Professional development benefit up to $600 per year to support your continued learning and career development
• $500 match for charitable giving, for every year of service up to five years
• Unlimited paid time off policy in addition to fourteen paid holidays
• Sabbatical leave after five years of employment

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.