Facilities Coordinator

7 days ago

Boston, United States Boston Bar Association Full time

Company Description

The Boston Bar Association is a voluntary membership organization for legal professionals. The mission of the BBA is to advance excellence in the legal profession, promote access to justice, diversity, equity & inclusion, and community service. With headquarters at 16 Beacon Street in the historic Chester Harding House, the BBA boasts over 15,500 members from various legal sectors.


SUMMARY:       

Responsible for setting up meeting and conference rooms providing administrative assistance and support for Association activities, programs and ongoing business needs and welcoming members and visitors to our 16 Beacon Street headquarters.  This role also involves scheduling and coordinating building and systems servicing with contractors and vendors.


RESPONSIBILITIES:

Programs:

  • Set-up and break-down all meetings and events. This includes but is not limited to participating in planning meetings and discussions, arranging seating and staging, setting up food stations, working with caterers, configuring audio-visual systems and, after meetings, ensuring meeting rooms are member-ready and things are put back.
  • Participate in helping set-up for off-site events.


Office:

  • Open the building each morning. Perform building inspection at the beginning of the day and replenish all supplies for water coolers, all beverage and food stations, coffee stations in all meeting rooms, print/copy/stationery areas, and restrooms throughout the facility.

·      Throughout the day, maintain the cleanliness, temperature, and supplies in the building (conference rooms, kitchens, restrooms, and supply areas). Ensure regular cleaning and maintenance tasks are complete.

  • Place orders for snacks for meetings and general office supplies.
  • Assist staff with mailing, scanning and printing requirements, processing all incoming and outgoing mail and packages including membership billing.
  • Operate office machines including copiers, mail machine, scanners, and other standard office equipment and coordinate their maintenance repair as necessary.
  • Attending the front door and lobby during business hours, including opening the door to receive packages, admit contractors and welcome members as needed.
  • Assist with data entry and tracking email bounce-backs.

Facilities:

  • Ensure all egress areas and public aisles comply with ADA standards.
  • Maintain the appearance of the building's entryway, including snow removal and keeping the front exterior clean and free from debris.
  • Manage building access, including keys, alarm codes, and security systems.
  • Monitor building systems to make sure they are working as expected (e.g., plumbing, heating, cooling, electrical, AV).
  • Manage repairs and upgrades to the building including identifying vendors, obtaining estimates, coordinating the work and work schedule, submitting bills, and communicating with staff.
  • Maintain regular communication with vendors, ensuring strong vendor relationships.
  • Coordinate annual safety and building inspections, including elevator checks, occupancy permits, fire extinguishers, defibrillators and fire alarms.


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