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Administrative Assistant
2 months ago
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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