Job Openings

Administrative Coordinator

Job ID: BH429089

Category: Administrative Assistant

Specialty: Administrative

Coordinates and has direct responsibility for a program, project, event or program. Creates and implements administrative systems to manage area of responsibility. Serves as main source of information, effectively responding to inquiries from potential customers, participants, academic collaborators. Prepares and maintains records, reports, budget and plans. May maintain a web page, website, or program materials. Requires 2 to 3 years of related experience, excellent interpersonal and communication skills. Ability to work independently with minimal supervision and direction. Able to plan, prioritize, and track work. Basic or better proficiency on common office software.

Assist Dean for Administration & Finance
• Meetings/Outlook Calendar
• Phone

Assist Director of Facilities and Operations
• Phones: answer general phone calls to the Office/School, facilities requests, Dean’s and Director’s phone

• Facilities:
o Place and triage facilities work orders
? Follow-up that work was done
? Pay attention when walking around the facilities and make note of items that need repair or attention

o Roombook (room scheduling system):
? Triage all requests for room set-ups
? Input requests onto Facilities Outlook calendar
? Coordinate set-ups/break-downs with Facilities Assistant and custodial team

o Coordinate all details of shampooing/stripping and waxing with custodial team and Facilities Assistant:
? Schedule dates
? Communicate with occupants
? Post/remove signage
? Confirm preparations done (all items off floor, items removed from area and then resituated post-cleaning)

o Office machinery service calls/supplies:
? Copiers
? Vending machines
? Postal Meter (also monthly reports and add money to meter)
? Atlantic Coffee (issues with delivery or with coffee maker)
? Refresh (water coolers)

• Greet visitors to Office of Administration & Finance

• Order supplies:
o Office supplies: act as primary contact for ordering office supplies for entire office
o Facilities supplies:
– Veritiv (paper products, trash bags)
• COVID Self-Test Kit Distribution:
o Cover kit distribution shifts

• Bills:
o Pay Office/School bills
? Buy2Pay
? PCard
? Concur

• Recycling: coordinate pick-ups
o Save That Stuff (paper and computer e-waste)
o Batteries
o E-Waste
o Innova (scrap metal, old files, etc. – including refrigerators)

• Cover duties for Facilities Assistant in absence:
o Mail sorting/delivery (morning)
o Communication with custodial staff on deliveries
o Set-up coordination
o Postal meter trouble-shooting

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Boston, Massachusetts