Marlborough Site Coordinator

Commonwealth of Massachusetts • Marlborough, MA

12d • Onsite

About The Position

The Massachusetts Department of Public Health (DPH) is seeking an experienced professional to serve as the Marlborough Office Site Administrator. The selected candidate will be the primary point of contact for all facility matters including maintenance, safety, wellness, and coordination/setup of meeting rooms. Additional responsibilities for this position include the coordination of the site’s training center. Maintaining an active calendar and creating reservations as needed for statewide trainings and/or meetings. Providing support to staff and attendees at time of each scheduled event. Providing support to the DPH Fleet Manager with annual processes and other projects within Facilities and Support Services as needed. The ideal candidate can implement new procedures and problem solve as new issues arise.

Requirements

• Ability to assemble, analyze, summarize and draw conclusions from data, and make appropriate recommendations concerning data while maintaining a high level of confidentiality is required.
• Capacity to maintain systems to facilitate workflow; demonstrated skills prioritizing and organizing workload is required.
• Strong written and oral communication skills with proficiency in Microsoft Office applications including Outlook, Word and Excel.
• Superb attention to detail and accuracy, including work simplification methods.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned activities.
• At least (A) four years of full-time or equivalent part-time experience in one or multiple areas of the following, as required by the assignment: office management or administration, finance, accounting, purchasing, or human resources or (B) any equivalent combination of the required experience and the substitutions below.
• Incumbents may be required to possess a current and valid motor vehicle driver's license at a class level specific to assignment.

Nice To Haves

• Superb attention to detail and accuracy, including work simplification methods.
• Ability to occasionally transport, push, or pull up to 50 pounds of office supplies or equipment with or without assistance.
• Demonstrated ability designing and providing training and assistance to staff and site personnel is preferred.
• Strong leadership, project management and time management skills.
• Talent for coordinating numerous projects simultaneously to successful completion.

Responsibilities

• Oversee and coordinate ensuring that proper building procedures are followed at all times regarding the opening, closing and securing of all site entrances and points of egress.
• Ensure touchdown booking software is current and accurately reflects touchdown spaces location, availabilities, and amenities.
• Maintain a current list of all staff assigned an office or cubicle location.
• Support in creation of ID badges; take photos for new IDS and deliver new IDs to staff as they become available.
• Conduct new staff training on emergency evacuation procedures and conduct annually at least one evacuation drill with feedback to managers and staff.
• Post and update floor plans outlining evacuation routes and other important safety or maintenance issues.
• Maintain an active calendar for training rooms. Making and tracking reservations for DPH staff and outside visitors.
• Maintain audio/visual equipment for meeting/training rooms, troubleshooting and schedule repairs as needed with outside vendor.
• Maintain training room setup/layout and request cleaning of meeting/training rooms as needed between reservations.
• Communicate updates to Marlborough staff on wellness, safety, and building initiatives, including the status of new or resolved safety and maintenance issues.
• Serve as the primary point of contact with DPH Facilities Site Administration Coordinator including IT and phone service, identify deficiencies and recommend areas for process/system improvements.
• Serve as a point of contact for staff to submit and track building issues.
• Submit and track service tickets for multi-function devices.
• Provide coverage for reception desk as needed.
• Communicate and coordinate all activities of assigned custodial and maintenance personnel as well as the coordination of all equipment needs with DPH Facilities Site Administration Coordinator.

Benefits

• Comprehensive Benefits
• outstanding suite of employee benefits that add to the overall value of your compensation package
• work experience that supports you, your loved ones, and your future

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree