Senior Facilities Associate

Boston, MA | Direct Hire

Post Date: 06/15/2017 Job ID: 78251 Specialty: Executive/Management

A Boston based investment management firm has an opening for a Senior Facilities Associate. Apply today for this lucrative opportunity to work with a firm that follows an opportunistic, value-oriented, open mandate investment philosophy!

Responsibilities for the Senior Facilities Associate:
  • Draft thoughtful and robust executive summaries and business cases, upon request
  • Contribute to and support manager on administrative priorities and various other projects as needed
  • Provide support across reception and facilities as needed
  • Oversee holiday gift process for administrative and facilities vendors
  • Coordinate facilities operating expense budget; budget and forecast on a quarterly and annual basis for manager review and approval
  • Review and coordinate corporate card expenses for Manager signature
  • Track and monitor facilities inventory; make recommendation to Manager to purchase inventory as needed
  • Oversee all contracts with vendors for adsup and facilities, ensuring renewals are completed accurately and timely
  • Supervise assigned adsup and facilities tasks and serve as a role model to the team
  • Partner closely with all team members to understand the function, approach and services provided to the organization; provide hands-on support as appropriate
  • Partner closely with manager to ensure robust and consistent out of office plans, on-boarding plans and training documents for new hire and temporary team members
  • Review, manage and audit all adsup and facilities content on the intranet
  • Take the lead on special projects and initiatives as assigned by manager and serve as backup to manager as requested
  • Assist manager with facilities related subtenant requests
  • Liaise with London office on facilities related needs
  • Serve as back-up on all badge related requests
  • Maintain accuracy in tracking databases
  • Serve as escalation point to the adsup and facilities team
  • Manage all kitchen and supply areas to ensure they are properly organized, stocked, and maintained
  • Partner closely with food service provider to coordinate lunches and internal catered meals for events and meetings
  • Oversee the onboarding and off boarding of on-site food service provider consultants
  • Review and evaluate cost, quality, and selection of food services based on cost efficiency and quality of products and services provided while making thoughtful recommendations as needed
  • Solicit, collate and track feedback regarding food services; make recommendations based on feedback gathered and implement changes as instructed by manager
  • Monitor food service related data and as food service needs change, work with manager to set vision and strategy to support the organization’ s evolving needs
  • Review and approve weekly menu on the intranet
  • Reconcile monthly food service invoices and assist in annual budget proposal
  • Manage and address ad hoc food service inquiries from employees
  • Manage, produce and format space planning reports accurately and timely; partner with facilities team member to ensure floor plans are updated on the intranet
  • Propose solutions for space needs for current and future headcount while providing practical outcomes that optimize value, cost and employee experience
  • Support in the selection and implementation of a new space planning software
  • Partner to support space needs and liaise with appropriate stakeholders
  • Coordinate facilities improvement projects, including internal buildouts and moves
  • Serve as escalation point for the team on all space planning related issues
Requirements for the Senior Facilities Associate:
  • Undergraduate degree
  • 4-7 years of administrative or facilities experience in a corporate environment strongly preferred
  • Proven track record of excellent discretion and ability to handle confidential, professional and personal information
  • Demonstrated proficiency in project management, vendor management, inventory management, and process improvement
  • Proficiency in MS Outlook and Word with advanced Excel skills strongly preferred
  • Technology savvy with a strong knowledge working with Microsoft Office
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                      
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