"Alerted.org

80407BRJob Posting Title:Sr. Administrative Associate - Facilities Management (hybrid)Department:Facilities Management-EngineeringAutoReqId:80407BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:AdministrationJob Posting Description:Position Summary/ Department Summary:

We are seeking a highly organized, detail-oriented professional with strong customer service skills and experience in administrative and operational support. This role supports the daily functions of the Facilities Engineering department and involves regular interaction with internal teams, hospital staff, and external vendors. It requires clear communication, strong follow-through, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

+ Monitor and process service requests using Maximo, ensuring work order accuracy and providing follow-up communication.

+ Support department budgeting and financial tracking using Microsoft Excel, including preparing reports and maintaining spreadsheets and summaries for leadership review.

+ Manage procurement tasks in PeopleSoft, including creating purchase requisitions, tracking purchase orders, and submitting invoices to ensure timely and accurate payments.

+ Oversee and maintain office supply inventory, ensuring timely procurement to support departmental needs.

+ Provide professional and courteous customer service via phone and email by managing the department office phone line and customer service email inbox, ensuring timely and accurate responses in coordination with internal teams.

+ Send daily departmental communications such as sick call reports, attendance reports, and employee updates.

+ Serve as the on-site point of contact for the Data Team, providing support and communicating issues to remote team members.

+ Use Smartsheet to track shared tasks and deliverables, supporting coordination and communication across teams.

+ Provide administrative support for monthly department training sessions and select leadership meetings.

+ Take accurate, professional meeting minutes and distribute follow-ups as needed.

+ Organize and maintain filing systems, including records for regulatory compliance.

+ Other duties as assigned.

Minimum Qualifications

Education:

+ High school diploma or GED required.

Experience:

+ Two (2) years of related experience required.

Skills/Knowledge

+ Proven experience in delivering responsive customer service and handling a variety of administrative tasks

+ Excellent organizational and time management skills, with the ability to stay organized while managing shifting priorities

+ Strong written and verbal communication skills, with the ability to interact courteously with customers and collaborate effectively with internal teams

+ Strong command of Microsoft Outlook to efficiently manage communications and appointments

+ Strong skills in Microsoft Excel to support financial tracking, create summaries, and assist with routine reporting

+ Experience with PeopleSoft or comparable administrative and financial systems is preferred

+ Familiarity with Maximo or similar service request management software is a plus

BCH offers competitive compensation and unmatched benefits.

Office/Site Location:BostonRegular, Temporary, Per Diem:Regular Remote Eligibility :Part Remote/Hybrid