Job Description

Title: Administrative Coordinator
Location: Cambridge, MA
Duration: 3 months
Pay Range: $18 to $23/hr

• Operations and Event Management:
  • Answer Operations and Events Help Desk/Emergency phone, providing information or redirecting calls as necessary.
  • Serve as the point of contact for customer walk-ins and manage shared emails.
  • Coordinate the work order database, ensuring prioritization, quality control, and work assignment.
  • Process, assign, and close out all building service requests, ensuring high levels of customer service.
  • Run work order reports to track outstanding orders and follow up on their status to ensure timely close-out and accurate reporting to the manager.
• Event Coordination:
  • Work regularly with Room Reservations in the Event Management System (EMS), especially during peak times.
  • Understand scheduling restrictions, policies, and procedures.
  • Coordinate operational event needs with work orders and collaborate with operations teams to ensure seamless event execution.
  • Attend event management meetings and walkthroughs as needed.
  • Assist with event-related signage and create event diagrams using the Social Tables application.
• Administrative Support:
  • Track large events and produce weekly meeting agendas for the Wes Meeting.
  • Provide administrative support to CPO leadership and staff, including word processing, PowerPoint creation, and document management.
  • Manage files and records, process contracts, prepare scheduled and ad-hoc reports, schedule rooms and meetings, and process financial transactions.
  • Contribute to department goals by coordinating CPO alert emails, performing storage and event space audits, supporting special projects, and handling general invoicing.

• 2-3 years of related experience in a similar administrative or coordination role.
• Proficiency in common office software, such as Microsoft Office Word, Excel, PowerPoint, and Outlook.
• Strong organizational skills with the ability to manage multiple assignments simultaneously and prioritize competing tasks.
• Working knowledge of audio-visual hardware, software applications, and related computer systems.
• Excellent written and verbal communication and interpersonal skills, especially for supporting staff, students, and external stakeholders.
• Ability to work independently with minimal supervision and direction.
• Ability to plan, prioritize, and track work effectively.
• Availability to work evenings, weekends, or holidays as needed.

• Excellent organizational skills and the ability to handle competing priorities efficiently.
• Strong communication and interpersonal skills, essential for collaborating with staff, students, and external partners

To apply: Click on the apply button and attach your updated resume.

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