Office Support Specialist

Boston, MA 02109 | Contract to Perm

Post Date: 06/29/2018 Job ID: 80072 Specialty: Office Services

Our client in Boston, MA is seeking an Office Support Specialist to join their team. In this contract-to-hire role, you will provide all necessary administrative support for Facilities Management personnel and assigned staff and works under the direction of the Procurement and Administration Manager, Office of Facilities Management and Maintenance. Apply today!

Responsibilities for the Office Support Specialist:
  • Provide administrative support in all aspects of office management within the Office of Management and Maintenance (OFMM).
  • Possess very effective organizational skills with attention to detail and with a high level of accuracy
  • Ability to disseminate requests, both internal and external, to appropriate staff for resolution
  • Prioritize, organize and expedite the flow of work including scheduling appointments and coordinating necessary arrangements for meetings and conference rooms
  • Maintain and generate the flow tracking systems for projects whereby ensuring that projects stay on target
  • Compose letters, reports, documents, schedules, charts and tables
  • Maintain confidential records and files
  • Take and edit meeting minutes and to prepare the agenda in advance
  • Ability to handle records management and the archiving of records
  • Manage the entry of information to the database regarding records to be archived; prepare standard request forms; inventory and label records
  • Act as liaison with the IT Helpdesk in assisting staff in resolving computer issues or problems
  • Coordinate supply orders for Unit
Requirements for the Office Support Specialist:
  • 3-5 years’ experience with Excel, Access, data management and pivot tables
  • Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned Agency or Unit activities
  • Proficient in Microsoft Office Suite – Word, Excel, PowerPoint and Microsoft Project, etc.
  • Knowledge of the types and uses of Agency databases, documents and files
  • Knowledge of State laws, procedures and guidelines
  • Preferred candidate would have work experience in facilities operations and management
  • Knowledge of standard facility management practices
  • Experience utilizing computerized maintenance management systems
  • Computer proficiency, including the ability to develop and analyze spreadsheets, databases and reports
  • 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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