Senior Facilities Assistant

The Facilities Team at InterSystems is a dynamic department that handles requests and maintenance across the entire company. We are currently searching for a proactive individual to join the group to help coordinate daily efforts.  The Facilities Assistant reports directly to the Facilities Supervisor and assists the Facilities Department with general operations of over 360,000ft² of commercial Class A office space located at the world headquarters in Boston, MA. 

Responsibilities

• Conduct daily facility inspections to identify safety, maintenance, cleanliness, and operational issues and ensure a safe, clean, and productive work environment.
• Coordinate and manage corrective and preventive work orders, including follow-up with internal staff, building management, vendors, and contractors to ensure timely resolution.
• Manage relationships and day-to-day coordination with building ownership/management, security, janitorial services, parking, engineering, and outside contractors.
• Manage facility-related vendor services and contracts, including scheduling, performance monitoring, issue resolution, and invoice review.
• Maintain accurate facility records, documentation, floor plans, equipment information, maintenance records, work requests, shipping/receiving records, and other operational documentation.
• Coordinate facility projects, repairs, renovations, office moves, employee workspace setups, and other workplace changes.
• Review and interpret basic construction drawings, floor plans, and MEP documentation.
• Support building operations and maintenance activities, including coordination with building engineering and property management.
• Support Security and Fire/Life Safety programs, inspections, testing, and emergency preparedness activities.
• Coordinate and support access control, video conferencing, phone systems, and other workplace technology as required.
• Serve as a point of contact for employees, vendors, contractors, building management, ownership, and senior management regarding facility-related matters.
• Provide facility support before, during, and after critical incidents and emergency events.
• Coordinate workplace services including meeting preparation, conference rooms, food services, parking, vending, site access, and other employee amenities.
• Coordinate and support corporate events, including events occurring outside normal business hours or at off-site locations.
• Assist with the development and management of facility operating budgets, review expenses, monitor vendor costs, and identify opportunities for cost savings and operational efficiencies.
• Develop and maintain effective working relationships with Administration, Marketing, Finance, Human Resources, IT, Security, and other departments.
• Maintain a professional, service-oriented approach when interacting with employees, vendors, contractors, building management, and senior leadership.
• Perform other duties and responsibilities as assigned.

Qualifications

• Bachelor’s degree preferred.
• 5+ years of progressive experience in commercial property management, facilities management, building operations, or a related field preferred.
• Working knowledge of building systems, including HVAC, electrical, plumbing, life safety, and other MEP systems.
• Strong understanding of commercial office building operations and property management practices.
• Strong organizational, communication, problem-solving, and customer-service skills.
• Valid, clean driver’s license in Massachusetts is required.
• This position requires exerting up to 40 pounds of force in order to lift, carry, pull or remove objects.
• Advanced knowledge in Microsoft Office (specifically Excel and Word).
• Ability to work flexible hours, and weekends if needed.