Sales Administrative Support & Facilities Coordinator

Urell • Watertown, MA

15h • Onsite

About The Position

We are seeking a highly organized, proactive team member to support our Sales organization, maintain our professional facilities, and provide HR administrative support. This role blends administrative responsibilities with hands-on operational support. The ideal candidate demonstrates a professional manner and presence, communicates clearly and effectively, and works collaboratively with diverse personalities, priorities, and work styles.

Requirements

• Strong organizational and time management skills with the ability to manage multiple tasks and shifting priorities
• Professional demeanor with the ability to interact comfortably and effectively with diverse personalities and communication styles
• Clear and articulate verbal and written communication skills
• Proactive mindset with willingness to take ownership of tasks—both administrative and hands-on
• Ability to work 100% on-site
• Physical ability to support facilities and meeting setup, including lifting, carrying, and moving items up to 25 lbs; bending, reaching, and walking throughout the facility as needed
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, data analysis), PowerPoint (presentation creation and formatting), and Adobe Acrobat (PDF editing and manipulation)
• Strong ability to quickly learn and master new software tools and applications as business needs evolve; demonstrated willingness to build technical skills independently

Nice To Haves

• Prior experience in administrative support, office coordination, hospitality, or sales support

Responsibilities

• Ensure the building, common areas, and meeting spaces are consistently clean, organized, and professionally presented for employees, clients, prospects, and visitors
• Manage meeting room scheduling and prepare rooms in advance, including setup, materials, and technology verification
• Coordinate meals and refreshments for on-site meetings and events, including ordering, setup, and post-event cleanup
• Reset and maintain meeting rooms and common areas after use, ensuring a professional environment throughout the day
• Serve as point of contact for facility coordination, including liaising with cleaning services, managing supplies, and addressing general facility needs
• Support Sales leadership and team members in preparing, updating, and organizing sales materials, presentations, and client-facing documents
• Maintain organized digital and physical files to ensure ready access to current sales assets and resources
• Support scheduling, coordination, and logistical preparation for sales meetings, internal planning sessions, and client engagements
• Manage the sample room inventory and distribution system
• Coordinate materials for sales events, trade shows, and presentations, including inventory management and logistics
• Assist with ordering sales literature and office supplies
• Support the creation and distribution of Factory Sales reports to the sales team
• Handle package receipt and distribution for Sales management
• Coordinate travel logistics, including flight booking and travel documentation
• Provide general administrative support to Sales management as needed
• Support the onboarding process for new employees, including equipment coordination, account setup, and documentation
• Maintain HR records and personnel files with accuracy and strict confidentiality
• Assist with offboarding coordination as needed
• Support HR administrative needs as requested by the HR department

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed