Massachusetts Veterans Jobs

UNIT DESCRIPTION

Facilities/Unit Coordinator On location in Cambridge to support Massachusetts sites (Cambridge, Waltham, Framingham)

Role may require travel to sites with in Massachusetts as needed.

The Facilities Coordinator will provide general (overall) facility management support services including continuous monitoring of office/facility acting as an interface with client, visitors and guests and providing direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption

Responsibilities include:

• Assisting Facility Management Team with tactical planning for the team’s goals and objectives, Managing and maintaining facility management tasks as assigned

• Providing facility specific assistance to the project management team as needed or requested

• Coordinating special events in support of client or Sodexo

• Providing support for meetings and conference room reservations as needed and directed and assistance with the coordination and scheduling of maintenance activities

• Providing reporting on KPI Metrics and Finance

• Supporting training programs. Assisting with process and procedure training.

• Audit Support with client organization and Sodexo

• Maintaining SharePoint, records, reports necessary to comply with Company, government, and accrediting agency standards, regulations, and codes

• Monitor CMMS systems to ensure PM/CM compliance

• Client system support: APPY in coordination with D365/Maximo Service Requests

• Provide Support to Technician and Operations Managers

• New Hire Processes including onboarding, procuring office equipment, uniforms, badging, and access.

• Administrative duties to include preparing presentations and org charts

• Assist with process and procedure trainings, scheduling and record maintenance

• Support training progam to ensure 100% completion for team

• Provide Calendar Support to Operations Managers

• Ensure appropriate follow with the client

• Provide direction/information to vendors, facilities staff and service providers as provided to ensure excellent coordination/execution of work within client environment with minimal disruption

• Audit support with client organization

• Financial Responsibilities include: (limited exposure) dependent on experience

• Maximo P2P - PO processing

• Assist with researching, analyzing and reporting budget variances and reconciliation flow from CMMS to Accounts payable

• Invoice Processing

• Support accounts payable/receivable, budget, payroll, reporting, inventory, chargebacks.

• Perform trend analysis to assist in decision making

• Processing of Expense/PCard Reports

• Monitoring, analysis, follow up and controls of the efficiency of facility running cost, capital costs and small construction projects.

MINIMUM REQUIRED

Education/training

• Associates degree in facilities management, building, business or other related field

• Bachelor’s Degree Preferred

Years of relevant experience

• 2+ years’ experience within a facilities program in a Life Sciences environment

Skills and knowledge

• Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports

• Must Proficient in MS Office, and possess strong written, verbal and people skills

• AutoCAD experience is a plus

• Superior customer service skills and orientation

• Ability to maintain professionalism under stressful situations

• Ability to plan and manage work under time constraints

• Ability to multitask and work without direct supervision

• Strong organizational skills and collaborative style

• Ability to work on site in an open concept office environment

• Ability to work within a multifaceted group of people from trades to executives

Position Summary

The Unit Clerk will complete the clerical tasks assigned by the supervisor in accordance with corporate guidelines. Provide accurate, friendly, quality service to customers/clients when processing customer/client transactions. The general responsibilities of the position include those listed below, but Sodexo may identify other responsibilities of the position. These responsibilities may differ among accounts, depending on business necessities and client requirements.

General Responsibilities:

• Performs routine and varied clerical duties in accordance with standard procedures.

• Performs activities such as photocopying, compiling records, filing, tabulating, posting information and scheduling appointments.

• Writes, types or enters information into computer to prepare correspondence.

• Prepares issues and sends out receipts, bills, policies, invoices, statements and checks.

• Maintains records, prepares forms, verifies information and resolves routine problems.

• Operates various office machines.

• Opens and routes incoming mail, answers correspondence and prepares outgoing mail.

• Answers telephone, conveys messages and runs errands.

• May receive, count and deposit cash as needed.

• May include human resources functions (including benefit administration, personnel action forms and payroll processing) for the unit as well as the district and region.

• Complies with all company safety and risk management policies and procedures.

• Reports all accidents and injuries in a timely manner.

• Participates in regular safety meetings, safety training and hazard assessments.

• Attends training programs (classroom and virtual) as designated.

• May perform other duties and responsibilities as assigned.

Qualifications & Requirements

• Willingness to be open to learning and growing.

• Maturity of judgment and behavior.

• Maintains high standards for work areas and appearance.

• Maintains a positive attitude.

• Ability to work a flexible schedule helpful.

• Must comply with any dress code requirements.

• Attends work and shows up for scheduled shift on time with satisfactory regularity.

Experience/Knowledge:

• High School diploma, GED, or equivalent experience.

• 0 to 1 years related experience.

Skills/Aptitude:

• Presents self in a highly professional manner to others and understands that honesty and ethics are essential.

• Ability to maintain a positive attitude.

• Ability to communicate with co-workers and other departments with professionalism and respect.

• Maintains a professional relationship with all coworkers, vendor representatives, supervisors, managers, customers, and client representatives.

• Must have basic phone and computer skills (email, texting, etc.).

Physical Requirements:

• Close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus, with or without corrective lenses.

• Significant walking or other means of mobility.

• Ability to work in a standing position for long periods of time (up to 8 hours).

• Ability to reach, bend, stoop, push and/or pull, and frequently lift up to 35 pounds and occasionally lift/move 40 pounds.

Working Conditions (may add additional conditions specific to defined work location):

• Generally in an indoor setting; however, may supervise outside activities and events.

• Varying schedule to include evenings, holidays, weekends and extended hours as business dictates.

• While performing the duties of this job, the employee is primarily in a controlled, temperate environment; however, may be exposed to heat/cold during support of outside activities.

• The noise level in the work environment is usually moderate to loud.

Sodexo is an EEO/AA/Minority/Female/Disability/Veteran employer.

Benefits Eligibility

Full Time Benefits: At Sodexo, we believe every employee should have the resources to be their best. As part of our overall rewards, we offer benefits programs designed to help you maintain a healthy lifestyle including health, dental and vision insurance. Eligible employees can enroll in their benefits, which will be effective beginning on their first day with Sodexo. We also offer other benefits like paid time off, financial and savings programs and access to our employee assistance program and other discounts (eligibility varies by unit and may not be available to all employees).

Job Locations US-MA-CAMBRIDGE

System ID 943360

Category Administrative

Employment Status Full-Time

Unit Name Corporate Services / Life Sciences

Unit Contact Danielle Sullivan

Target Hourly Rate $28.00-$30.00