EOHLC Operations Coordinator

Executive Office of Housing and Livable Communities (EOHLC) is seeking an Operations Coordinator/Program Coordinator III in the Deputy Secretary's Office!

AGENCY MISSION:

The Executive Office of Housing and Livable Communities (EOHLC) is charged with creating more homes in Massachusetts and lowering housing costs for residents.

Formerly known as the Department of Housing and Community Development (DHCD), EOHLC works with municipalities, local housing authorities, non-profit organizations, and development partners to provide affordable housing options, financial assistance, and other support to Massachusetts communities.

OVERVIEW OF ROLE:

The EOHLC Operations Coordinator is responsible for overseeing the daily staffing and operations of the EOHLC Reception area, serving as the first point of contact and public face of the organization. This role is responsible for providing a welcoming, professional experience by greeting all visitors and handling incoming calls courteously and promptly, while ensuring the reception desk is staffed daily.

The EOHLC Operations Coordinator ensures continuity of reception support services, including logging and distributing mail and deliveries, as well as monitoring and maintaining adequate inventory levels for agency office supplies.

They administer and update, as necessary, EOHLC office-space reservation system known as Commonwealth Workplace Reservation System.

The incumbent serves as a liaison to the Executive Office of Technology Services & Security (EOTSS) Mass Voice team for telephone systems, as well as to external vendors supporting EOHLC's wireless communications.

The role further includes developing and maintaining databases of key operations documents, generating routine and ad hoc reports, and performing data quality assurance by analyzing databases, identifying, resolving or escalating issues.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE):

1. Administrative:

* Provides supervision to administrative staff which includes coordinating, scheduling and assigning work; establishing performance measures, goals, objectives and priorities; evaluating work performance by providing feedback, direction and guidance; and keeping staff informed of new or revised procedures.

* Oversees the EOHLC reception area and related front-office operations, including ensuring the main telephone line is consistently monitored and answered, directing calls appropriately, stepping in to provide reception coverage when needed, processing incoming and outgoing mail and deliveries, and notifying appropriate staff of deliveries and visitors in a timely and professional manner.

2. On-line Office Space Reservation System:

* Administers and updates as necessary, EOHLC office-space reservation system known as the Commonwealth Workplace Reservation System, which allows staff to reserve work spaces and collaboration rooms when working at EOHLC's Central Boston office.

* Generates reports to track utilization.

3. Operations Intranet:

* Maintains and updates the Operations section of EOHLC's intranet web site to ensure current and relevant information is accessible to staff.

* Anticipates operational needs that can be addressed through intranet content.

4. Building Management and Security:

* Functions as one of the primary contacts with building management and security staff.

* Works with the building security staff with onboarding/offboarding staff access when needed.

* Ensures the protection of confidential information.

* Assists the Administrative Officer with the administration of the Building's Visitor Registration system for those visiting EOHLC's Central Office in Boston.

5. Telecommunications:

* Collaborates with EOTSS Mass Voice and external vendors to support EOHLC's telecommunications systems, including telephone and wireless services.

* Coordinates moves, adds, and changes using Service Now and other systems.

* Troubleshoots telephone, and wireless telecommunications issues.

6. Internal Agency Operations:

* Maintains and updates agency supply inventory, coordinates agency mailroom/copy center needs.

* Ensures that mail is sorted and delivered timely to ensure continuity of internal support services.

7. Equipment:

* Assists agency staff with audio/visual equipment. Troubleshoots printer issues that arise.

8. Building Maintenance & Operations Requests:

* Serves as back-up support for General Service Requests (work orders/tickets).

* Coordinates with building management to submit and track requests for services including janitorial, pest control, electrical, HVAC, plumbing, restroom maintenance, and physical repairs within EOHLC-occupied spaces.

9. Liaison:

* Assists the Director of Operational Services and the Administrative Officer serving as a liaison with external partners, including Executive Office of Technology Services and Security (EOTSS), Operational Services Division (OSD)/Office of Vehicle Management (OVM), and Division of Capital Asset Management & Maintenance (DCAMM).

* As needed, works with DCAMM on space related…