Job Title: Office Administrator
Contract with potential for permanent
Starting Pay: $31.25/hr
Location: 238 Main Street Cambridge, MA 02142
Work Schedule: 1st shift- Monday through Friday 830am-530pm
Start: ASAP
Job Summary:
- Performs 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.
- Assist with everyday needs of facilities as directed
Duties & Responsibilities:
- Event coordination and planning (catering, supplies, decorations)
- Scheduling and coordination of conference room and set ups for BRIC personnel
- Keeping calendar, tracking, and delegating room set ups with Staff
- Point of contact for executive management/admins for emergency facility issues – work with facility manager to address – follow up with Client.
- Ordering supplies for facility staff, facility manager, various BRIC employees (projectors, lamps, TVs, janitorial items)
- BRIC P Card management – obtaining receipts, submitting to accounting personnel.
- Report to FM and follow up with BRIC employees on hot/cold calls.
- Scheduling technician jobs (picture hanging, furniture) through EMCOR Via and communicate with Client
- On call lists-sending reminders and updates to security and facilities staff
- Approving, assigning and delegating all unscheduled work requests in Infor (EMCOR via) to EFS staff and janitorial account manager.
- Attending building analytics meeting with BMS vendor, Schneider Electric – creating corrective work orders in Infor
- Working with copy center to create signage/documentation for BRIC employees – placing around site
- Obtaining 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, assuring 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
- Assist 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. Ensuring files are up to date and complete.
- Communicate with supervisor on the work performed and present status of work orders and preventive maintenance.
- Will attend 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