Senior Administrative Facilities Coordinator 1

Haley & Aldrich • Boston, MA

112d • $50,000 - $75,000

About The Position

Find your path and enjoy the journey with Haley & Aldrich. With us, you'll tackle clients' most meaningful challenges in the built and natural environments - and, in turn, build stronger communities. You'll work with teams of passionate colleagues, driven by a commitment to technical excellence and continuous learning. As a company, we aim to build a world where communities go beyond resilience, embracing change as an opportunity to enhance safety, well-being, and quality of life. Join us to accelerate this vision and your professional development. We are looking to add new talent to our growing team! We are currently seeking a Senior Administrative Facilities Coordinator 1. This position integrates administrative proficiency with practical knowledge of facility oversight and acts as the connective tissue binding together the logistical, operational, and interpersonal facets that enable our organization to function smoothly. We are a progressive company with many different service areas focused on technical innovation and diversity. As such, we value and support internal growth and development. Join our team as we foster collaborative teamwork and learning in the support of various projects and other opportunities! This is a full-time position located in our Boston, MA office.

Requirements

• 3+ years in a professional facilities coordination and support position.
• Bachelor's degree preferred or combined education and experience.
• Must be highly proficient/advanced with all Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook), as well as MS Teams and Adobe Acrobat DC Pro.
• Possess intermediate skills or better in MS Visio and MS Project.
• Experience in using Microsoft Teams for scheduling/hosting virtual meetings is preferred.
• Must be resourceful and possess the drive and ability to work proactively and work well under pressure to meet project deadlines.
• Excellent time management and multitasking abilities, as well as the capacity to prioritize tasks.
• High attention to detail, especially when dealing with contracts, budgets, and compliance documentation.
• Competence in scheduling, prioritizing, and delegating work efficiently.
• Excellent verbal, written, and interpersonal skills.

Responsibilities

• Assist in the day-to-day management of 40+ office locations across the country.
• Serve as the primary point of contact for internal staff and external visitors regarding facility-related inquiries.
• Coordinate routine maintenance and repairs to ensure offices remain safe, functional, and aesthetically pleasing.
• Liaise with vendors, contractors, and service providers for cleaning, security, landscaping, and specialized maintenance needs.
• Manage and maintain our company's facility request system.
• Handle correspondences, phone calls, emails, and general queries promptly and professionally.
• Prepare and maintain documentation, including contracts, service agreements, work orders, and incident reports.
• Assist with data entry, record keeping, and the digitization of facility records and documents.
• Support budget preparation and monitoring of expenditures related to facility operations.
• Support Senior Facility Manager with various Real Estate projects.
• Work with Environmental & Social Governance (ESG) team to gather required data for company reporting.
• Maintain various lease information tracking systems.
• Create and provide various reports on a weekly, monthly, and quarterly basis.
• Produce/edit spreadsheets, charts, graphs, and floorplans.

Benefits

• Excellent career growth
• Highly competitive total compensation plan
• Solid benefits package

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Specialty Trade Contractors
• Education Level: Bachelor's degree