Facilities Coordinator for CRE & Tenant Success

UG2; Cambridge (MA); On-site; USD 60,000 - 75,000; Full time

Job summary

UG2 is seeking a motivated Facilities Administrator to join our team in Cambridge, MA. This entry-level role offers a path into commercial real estate and facilities management within the life sciences sector.

The position supports property operations through administrative coordination, vendor management, financial administration, and project assistance, ensuring safety, efficiency, and compliance with company standards.

Qualifications

• Bachelor's degree required.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills with ability to manage multiple priorities.
• Excellent written and verbal communication skills.

Responsibilities

• Serve as primary contact for tenant inquiries and provide day-to-day admin support for property operations.
• Coordinate recurring tenant meetings, document action items, and ensure timely follow-up on issues.
• Assist with property improvement initiatives, capital projects, and tenant renovations with minimal disruption.
• Support on-site construction activities by coordinating tenant access and scheduling work affecting occupants.
• Participate in regular operational meetings with engineering, janitorial, and security teams.
• Perform routine inspections of tenant suites and common areas to identify maintenance and safety concerns.
• Coordinate service requests and oversee janitorial, engineering, and security personnel as needed.
• Assist in vendor selection, bid solicitation, proposal evaluations, and contract administration.
• Prepare purchase orders, service agreements, and other operational documentation.
• Maintain records of tenant and vendor COIs, ensuring coverage and expiration dates.
• Assist with accounts receivable activities, including invoice coding and collections monitoring.
• Support annual operating budgets planning and tracking.
• Coordinate communications with tenants, vendors, and project partners.
• Assist in planning tenant appreciation events and community engagement.
• Contribute to special projects and other duties as assigned.

Skills

Microsoft Office proficiency

Organizational skills

Written and verbal communication

Attention to detail

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

UG2 is seeking a motivated Facilities Administrator to join our team in Cambridge, MA. This entry-level role offers a path into commercial real estate and facilities management within the life sciences sector.

The position supports property operations through administrative coordination, vendor management, financial administration, and project assistance, ensuring safety, efficiency, and compliance with company standards.