Facilities Administrative Assistant

Boston, MA 02116

Posted: 08/14/2018 Employment Type: Direct Hire Specialty: Office Services Job Number: 81259

One of Boston’ s most premiere investment management companies is looking to add to their dynamic administrative team. As the Facilities Administrative Assistant, you will act as the conduit and first line of defense for all of the facilities calls where you will track the work orders and follow up. Some reception coverage is also part of this role. Apply today!

Responsibilities for the Facilities Administrative Assistant:
  • Provide general administrative support on the Facilities and team
  • Communicate and collaborate effectively throughout the day with members of Facilities and team including, Manager, Reception and Facilities Support, to ensure tasks and other office support needs are met timely and accurately
  • Respond to facilities and team related emails, coordinating with respective teams to execute tasks
  • Resolve various facilities requests and issues by contacting vendors and working closely with appropriate teams while following proper policies and procedures
  • Communicate and collaborate with vendors and internal stakeholders
  • Provide support with space planning needs including: tracking, coordinating and monitoring office set-up and moves
  • Liaise with internal stakeholders to send and retrieve archive boxes upon request
  • Oversee reception, answer phones, greet visitors, manage conference rooms, and coordinate meeting set-ups
  • Support guest/vendor access ensuring established reception and security procedures are supported
  • Support in the development and maintenance of procedures and best practices
  • Provide support for a multitude of projects using Microsoft Outlook, internal databases and intranet
Requirements for the Facilities Administrative Assistant:
  • Some events coordination is valued
  • Undergraduate degree, with 2+ years of relevant administrative or facilities experience in a corporate environment strongly preferred
  • Flexible and enthusiastic team player with a positive demeanor and exceptional client service orientation
  • Organized, detail oriented, and able to manage and prioritize multiple tasks
  • Reliable, punctual, with a pleasant telephone manner and professional appearance and demeanor
  • Willing to roll up sleeves and complete any task no matter how small
  • Proven track record of excellent discretion and ability to handle confidential, professional and personal information
  • Ability to effectively interact with a wide array of employees, clients and visitors
  • Demonstrated ability to adapt approach to align with the organization’ s culture
  • Excellent and clear communication skills, both written and oral
  • Contractor and vendor management experience preferred
  • MS (Outlook and Word) proficiency and experience with calendar management is required; Excel experience a plus
  • Must be eligible to work in the U.S. without sponsorship                      
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