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Facilities Assistant

4 months ago

Boston, United States Macro Full time

Facilities Administrator Ref: 31747 Boston USA


The Opportunity


We are seeking a highly organized and detail-oriented Facilities Administrator to join our team.


As a Facilities Administrator you will effectively manage the day-to-day functions related to front office. You will provide a first-class service in a professional and efficient manner, ensuring the first impression is of the highest standards whether in person or over the telephone. You will ensure services are delivered to the agreed service levels and to develop strong relationships with visitors and staff at all levels.


Main Responsibilities


Serve as gatekeeper for office, monitor/screen unauthorized callers/visitors.


Receive and welcome all visitors to reception.


Create a favorable impression of the company through provision of a friendly, helpful and welcoming initial contact to all visitors and staff.


Ensure that telephones are answered in a professional and timely manner and customer inquiries are dealt with in accordance with service standards and within agreed response times.


Coordinate client meeting room bookings and ensure all requests are included on conference room calendars.


Prepare conference rooms and meal set up and break down for all meetings.


Issue visitors and vendors with a visitor badge, ensuring their names and details are correctly spelled and logged into the visitor book or system.


Proactively work to develop the relationship with the facilities team and client.


Ensure the reception area is kept neat and tidy.


The desk must be free from clutter and the seating area is maintained.


Provide basic administrative support (i.e. mailings, vendor invoices, assist with expense reporting, etc.)


Work directly with manager and facilities team in addressing facilities helpdesk tickets.


Ensuring timely action on all requests and prompt closure of tickets.


Provide backup assistance with mail function.


Undertake any other appropriate duties as required by the client or your manager.


Comply with all Health & Safety legislation.


Comply with all Macro process and procedures



The ideal candidate should demonstrate the following competencies:


Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.


Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.


Interpersonal Skills - Maintains confidentiality; Teachable and able to receive constructive feedback; Be respectful.


Oral Communication - Speaks clearly and persuasively in positive or negative situations;

Listens and gets clarification; Responds well to questions; Participates in meetings.


Written Communication -Writes clearly and informatively; Edits work for spelling and grammar.; Able to read and interpret written information.


Teamwork - Balances team and individual responsibilities; Contributes to building a positive team spirit; Supports everyone's efforts to succeed.


Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.


Organizational Support - Follows policies and procedures; Completes administrative tasks

correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.


Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.


Safety and Security -Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.

The ideal candidate should have the following:


Relevant experience within the office environment.


Knowledge of Internet software; general MS office applications, etc.


High School /College graduate with experience.


Ability to communicate effectively and be a team player, possess excellent people management skills, have experience in a customer facing role, be flexible and have a positive attitude.


PHYSICAL DEMANDS


While performing the duties of this job, you are regularly required to walk; sit; use hands to finger, handle or feel and talk or hear. You will frequently be required to stand; reach with hands and arms and stoop, kneel, crouch, or crawl.


Also, you may occasionally lift and/or move up to 10 pounds.



Macro is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria below, please apply as you may still be suitable for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please do make us aware.