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Office Coordinator

2 months ago

Cambridge, Massachusetts, United States Planet Forward Full time
Job Title: Office Administrator

Contract with potential for permanent

Starting Pay: $31.25/hr

Location: Cambridge, MA 02142

Work Schedule: 1st shift- Monday through Friday 830am-530pm

Start: ASAP

Job Summary:

  • Provides support for general operations needs and is responsible for daily interaction with tenants who require facilities services.
  • Operates site-based facility work order management system, runs daily/weekly/monthly reports as needed.
  • Edits and schedules, preventative maintenance & unscheduled work order for facilities personnel.
  • Assists with everyday needs of facilities as directed

Duties & Responsibilities:

  • Coordinates events and planning (catering, supplies, decorations)
  • Schedules and coordinates conference room and set ups for BRIC personnel
  • Keeps calendar, tracks, and delegates room set ups with Staff
  • Point of contact for executive management/admins for emergency facility issues – works with facility manager to address – follows up with Client.
  • Orders supplies for facility staff, facility manager, various BRIC employees (projectors, lamps, TVs, janitorial items)
  • BRIC P Card management – obtains receipts, submits to accounting personnel.
  • Reports to FM and follows up with BRIC employees on hot/cold calls.
  • Schedules technician jobs (picture hanging, furniture) through EMCOR Via and communicates with Client
  • On call lists-sends reminders and updates to security and facilities staff
  • Approves, assigns and delegates all unscheduled work requests in Infor (EMCOR via) to EFS staff and janitorial account manager.
  • Attends building analytics meeting with BMS vendor, Schneider Electric – creates corrective work orders in Infor
  • Works with copy center to create signage/documentation for BRIC employees – places around site
  • Obtains vendor quotes/estimates
  • Performs administration support including employee training, timecards, ordering, vendor management, scheduling, safety, reporting, dictation, Purchase Order coordination, and any other such task assigned by supervisors.
  • Acts as liaison for tenants in building, assures work orders are performed in accordance with the system.
  • Conducts daily reviews of open and closed work orders. Follows up with work order initiator/tenant ensuring their work request was fulfilled and closed out properly
  • Assists with vendor management by coordinating outside contractor schedule and contact information.
  • Conducts daily/weekly reporting on open work orders for supervisor review.
  • Keeps accurate files of all office related issues, and personnel. Ensures files are up to date and complete.
  • Communicates with supervisor on the work performed and presents status of work orders and preventive maintenance.
  • Attends weekly staff meeting and safety training.
  • Conducts additional training as assigned
  • Provides information for input to client work order tracking system to initiate work orders for unscheduled jobs, develop materials lists for ordering, and may be required to provide support

Qualifications:

  • One to three months' related experience and/or training; or equivalent combination of education and experience
  • Needs to have attention to detail, customer service skills, interpersonal skills, professionalism