Business Support Unit Administrator

City Building Engineering Services • Burlington, MA

16h • Hybrid

About The Position

Business Support Unit Administrator Temporary position with the possibility of a permanent opportunity. Candidate needs to be able to commute to Burlington, MA 3x a week. Job Purpose & Responsibilities CBES is looking to add an outgoing, dynamic and “can do” Administrative Assistant to the fast-growing team based in Burlington, Massachusetts. We need a pro-active Administrator to provide a wide range of office support services. Assist in administration of Enterprise Fleet Management, including system changes and maintenance reporting (City & CBES). Assist in GEOTAB administration (City & CBES). Visit off-site vehicle storage monthly for asset inventory, vehicle maintenance, vehicle condition and track on vehicle spreadsheet. Coordinate vehicle maintenance, body work, etc. as needed (City & CBES). Maintain EZPASS and SUNPASS accounts for all fleet vehicles, including adding/deleting vehicles (City & CBES). Assist in administration of WEX gas card account (City & CBES). Create and maintain asset tracker for all company vehicles and assets (City & CBES). Coordinate quarterly emails to field for vehicle inspections and track all responses (City & CBES). Coordinate all travel for the company including booking flights, hotels and rental cars. Call hotels for CC authorizations and confirm payments have been received. Work with Business Support Lead to order orders for uniforms, business cards, office supplies, IT orders, Safety orders, Tool orders, etc. Assist lead with organizing and coordinating of uniforms for field teams (City & CBES) Assist team with Inventory as needed (marketing giveaways, PPE, Safety items) Assist Lead with completing CC authorizations and receipts for CC statement. Support on weekly shipments in the office and shipment tracker. Work with team to create Microsoft forms surveys as needed. Update Intranet as needed for the Team and other departments. Complete Purchase Order requisitions for City FM business

Requirements

• Must be able to travel to office at least 2-3 days per week as needed
• 1-3 years of experience in an administrative role with demonstrated front-line responsibilities
• Comfort with a fast-paced, constantly evolving work environment, and able to work outside of normal working hours
• A positive, can-do attitude
• Ability to work remotely with little supervision
• Ability to work as a team and independently
• Ability to communicate clearly and concisely by email, phone, and in person
• Excellent customer service skills
• Outstanding organizational skills and ability to multi-task
• Microsoft Office (Outlook, Word, Excel and PowerPoint) Programs
• Enterprise Fleet System
• WEX Gas Card Systems
• GEOTAB Systems
• Microsoft Forms
• MS Excel, Word, Outlook Calendar, PowerPoint knowledge
• Microsoft Teams
• Intranet administration
• Must be self-motivated
• Capable of multitasking
• Organization
• Time Management
• Works well individually and with a team

Nice To Haves

• Bachelor’s degree preferred, not required

Responsibilities

• Assist in administration of Enterprise Fleet Management, including system changes and maintenance reporting (City & CBES)
• Assist in GEOTAB administration (City & CBES)
• Visit off-site vehicle storage monthly for asset inventory, vehicle maintenance, vehicle condition and track on vehicle spreadsheet
• Coordinate vehicle maintenance, body work, etc. as needed (City & CBES)
• Maintain EZPASS and SUNPASS accounts for all fleet vehicles, including adding/deleting vehicles (City & CBES)
• Assist in administration of WEX gas card account (City & CBES)
• Create and maintain asset tracker for all company vehicles and assets (City & CBES)
• Coordinate quarterly emails to field for vehicle inspections and track all responses (City & CBES)
• Coordinate all travel for the company including booking flights, hotels and rental cars
• Call hotels for CC authorizations and confirm payments have been received
• Work with Business Support Lead to order orders for uniforms, business cards, office supplies, IT orders, Safety orders, Tool orders, etc
• Assist lead with organizing and coordinating of uniforms for field teams (City & CBES)
• Assist team with Inventory as needed (marketing giveaways, PPE, Safety items)
• Assist Lead with completing CC authorizations and receipts for CC statement
• Support on weekly shipments in the office and shipment tracker
• Work with team to create Microsoft forms surveys as needed
• Update Intranet as needed for the Team and other departments
• Complete Purchase Order requisitions for City FM business

Benefits

• CBES is part of a global network of leading professional services, infrastructure management, and data-driven sustainability solutions firms for starters.
• We offer a generous benefits package that includes 28 days of PTO along with a 401(k) with immediate vesting and company match.
• Whether through our world-classes training or our Leadership Development framework – CBES cares passionately about the people we hire and ensures that growth is always on the horizon.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level