Office Manager

Job Description

Job Description

We are seeking a Facilities Coordinator to join our team in Cambridge, MA!

Position Summary :

Responsible for performing duties and responsibilities which shall include but not be limited to; ensuring that all facilities related services are performed at a high level, that always exceeds the clients expectations.

Must perform all administrative support duties for the site, to support the delivery of a high level of service that consistently exceeds customer satisfaction.

Primary Job Duties and Responsibilities :

Responsible for ensuring that both internal and external clientele, vendors and other service providers receive a high level of service.

Job duties and responsibilities to include; meet and greet, receive incoming mail and ensuring that outgoing mail gets out in a timely basis.

Responsible for ensuring the fulfillment of building maintenance, procurement of supplies and upkeep of operational trackers.

Additionally, you will work with the Facilities Supervisor to ensure that all Purchase Orders are consistently maintained on an ongoing basis.

Daily Duties and Responsibilities :

Daily duties and responsibilities that includes but it is not limited to the following :

1. Perform daily duties as per job requirements and as assigned be Facilities Supervisor.

2. Daily inspection of facilities to ensure that the building is kept at a high level of maintenance.

3. Ensure that all maintenance and custodial issues in conjunction with life safety issues are addressed in an efficient, effective and timely manner.

4. Ensure that UPS maintenance is completed on a quarterly basis.

5. Ensure that all spaces are kept at a high level of cleanliness that will consistently impact the employees, vendors and visitors experience.

6. Conduct daily site walkthrough to validate that work orders were completed, while generating new work orders as requested or deemed necessary.

7. Respond to all email requests for building maintenance and general correspondence in a consistent and timely manner.

8. Provide support for conference room maintenance, usage and scheduling.

9. Conduct inspections on a daily basis and record temperature readings and if necessary and report it up for corrective measures.

10. Ensure that receptionist area is kept at a high level of maintenance in conjunction with ensuring that supplies and equipment are maintained at adequate levels.

11. Ensure that all vendors and visitors receive the appropriate badges via the system and clearance to enter any and all spaces within the site.

12. Report any and all inconsistencies to the Lead Facilities Coordinator for corrective measures.

13. Order all breakroom supplies on a timely basis, while keeping stocking and keeping inventory of said supplies.

14. Maintain a sufficient inventory of office supplies to ensure the smooth operation and management of service delivery.

15. Receive all incoming USPS mail, FedEx and UPS packages in conjunction with the distribution of outgoing mail, while maintaining a current log of all activity.

16. Responsible for intake of work orders.

17. Perform other duties as required to support the operational effectiveness and efficiencies.

18. Ensure that the reception area is kept at a high level of cleanliness and organization at all times.