Specialist, Facilities Management; Boston, MA

Position: Specialist, Facilities Management (Boston, MA)
* Foster a vibrant and inclusive community among researchers, scientists, and staff within the facility.
* Organize and coordinate regular community (internal) events, such as networking sessions, knowledge-sharing workshops, and team-building activities.
* Support and act as Liaison between IFM partner and events.
* Act as a point of contact for various departments and GWES, addressing inquiries, concerns, and feedback promptly and professionally.
* Collaborate with other departments to develop programs and initiatives that promote a sense of belonging and collaboration within the facility.
* Serve as a primary point of contact for clients visiting the facility, ensuring their experience is seamless and positive.
* Coordinate facility tours and provide detailed information about the laboratories and office spaces, highlighting their capabilities and features.
* Gather feedback from clients to continually improve the client experience and maintain high satisfaction levels.
* Collaborate with internal teams to support client needs, such as coordinating meetings, providing technical assistance, and ensuring facility resources are available as required.
* Support the Facilities Management Department in coordinating day-to-day activities, including scheduling, room reservations, and maintenance requests.
* Maintain accurate records of facility-related tasks, ensuring efficient tracking and reporting.
* Liaise with vendors, suppliers, and contractors to ensure timely delivery of services and supplies.
* Assist with procurement processes, inventory management, and budget tracking for facility-related expenses.
* Provide administrative support to the Director of Engineering, including managing calendars, scheduling meetings, and making travel arrangements, expense control and reports.
* Assist in preparing reports, presentations, and correspondence as needed.
* Conduct research and gather information to support decision-making processes.
* Maintain confidential files and records, ensuring data integrity and security.
* Help streamline administrative processes, suggesting improvements and implementing best practices.
* Coordinate onboarding/offboarding contractor communications and tasks.
* Manage financial tasks: payments, POs, and Project Management tool transactions.
* Management* Manage Food operations through Integrated Facilities Management (IFM) provider.
* Manage Audio-Visual operations through Integrated Facilities Management (IFM) provider.
* Manage other site amenities such as the shuttle program, Longwood Collective services/amenities, among others.
* Manage regulatory permits and payments for the City of Boston and Cambridge, State of Massachusetts and other Organizations like MWRA, Boston an Cambridge Public Health, Eversource, DEP, between others.
* Manage payments of additional services and energy supplies in case of acquisitions.
* Minimum of 3 years of relevant experience.
* Proven experience in community management, client experience management, or a similar role.
* Prior experience in project management / event planning and communications, preferably working closely with executives and Facilities Management teams.
* Excellent interpersonal and communication skills to build relationships with diverse stakeholders.
* Strong organizational and coordination abilities to manage multiple tasks and priorities effectively.
* Creative mindset with the ability to generate engaging content and visually appealing graphics.
* Ability to thrive in a dynamic and fast-paced environment.
* Strong administrative skills, including proficiency in MS Office Suite.
* Ability to handle confidential information with discretion.
* Proactive approach to problem-solving and attention to detail.
* A basic understanding of facilities operations, services, and driving customer experience excellence
* Exhibit sound leadership qualities amongst competing priorities and agendas while leading, developing, and motivating a cross functional team of internal employees and external service providers.
* Successfully navigate challenges and influence across the enterprise.
* Flexibility to adapt to changing priorities and work effectively in a…