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Administrative Assistant

2 months ago

Boston, United States Addison Group Full time

Position: Administrative Assistant/Facilities Coordinator

Onsite: Boston, MA

Pay: $20-24/hr

Temp: 1 year+


The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

  • Administers and monitors work-order system ensuring requests are properly assigned and timely completed
  • Oversees the delivery of maintenance, services, and repairs in the offices
  • Assists with the administration of contracts with Facilities vendors
  • Ensures service level agreements with Facilities vendors are met
  • Coordinates ordering of supplies i.e.: office supplies, pantry stock, catering orders, requests for special orders, PPE, etc.
  • Serves as the main point of contact for catering requests
  • Provides logistic support for onsite events i.e.: meeting room configurations, catering orders, janitorial cleanup orders, etc.
  • Reviews and processes invoices and expense reports ensuring correct accounting coding
  • Ensures the offices maintain high level of housekeeping and cleanliness
  • Oversee appropriate storage of materials and consumables to minimize office clutter and perform weekly office walkthroughs
  • Assists Facilities Manager in estimating, controlling, and tracking operating budget
  • Performs recurrent Health & Safety inspections. Ensures fire extinguishers, AED and other emergency equipment is up to date
  • Assists and coordinates assessments for workstation ergonomics
  • Performs orientation for new hires
  • Coordinates desk arrangements for new hires, moves and leaves
  • Responsible for keeping occupancy database updated
  • Responsible for shipping and receiving regular mail and couriers
  • Answers external phone calls for Houston and Dallas offices
  • Collaborate closely with internal departments i.e.: IT, HR, Marketing, etc.
  • Establish strong relationships with property managers, building engineers, building security and other building staff
  • Administers the office security systems, providing building and office access cards
  • Plays a fundamental role identifying and implementing sustainability initiatives
  • Additional administration assignments from time to time


Requirements:

  • Ideal candidate will have 3-5 plus years of related experience in a professional services environment
  • Ability to work in team environments
  • Must have good interpersonal communication skills
  • Must work autonomously with high levels of ownership over results
  • Strategic thinker
  • High ability to understand others, anticipate to their needs and provide consensual solutions
  • Bilingual English/Spanish preferred

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