Facilities & Office Operations Coordinator

Planet Pharma; Waltham (MA); On-site; USD 26,000 - 33,000; Full time

Job summary

Planet Pharma in Waltham, MA is seeking a Facilities Operator to support daily workplace operations, answer calls, manage office services, and assist employees with facilities-related requests. The ideal candidate is highly organized, customer-focused, and able to multitask in a fast-paced environment to maintain a clean and well-supported office.

The role requires strong communication, collaboration with internal teams, and a commitment to a positive employee experience.

Qualifications

• High School Diploma or equivalent required.
• Associate’s Degree+ preferred.
• Proficient in Microsoft Office or equivalent suite.
• 2+ years of experience in an office coordination, administrative support, workplace services, facilities support, or customer service role.
• Experience handling high-volume phone communications in a professional environment.

Responsibilities

• Answer, screen, and appropriately route incoming calls.
• Determine the nature and urgency of inquiries and direct callers to the appropriate departments or personnel.
• Assist caller’s inquiries by coordinating with appropriate teams.
• Maintain phone directories, contact lists, call routing information, and procedures.
• Maintain call logs and other communication records as required.
• Follow established processes for handling AE and PC reports.
• Route regulatory agency calls according to escalation procedures.
• Continuously review and improve communication processes and procedures.
• Support new employees by preparing workspaces and providing necessary office supplies.
• Assist with employee offboarding activities, including workspace turnover and organization.
• Support employee office and workstation moves.
• Support maintaining copy rooms, ensuring supplies are stocked and areas remain clean and organized.
• Ensure conference rooms and collaboration spaces are clean, functional, and fully equipped.
• Assist with plotter and large-format printing requests.
• Create, print, and post workplace signage as needed.
• Respond to and coordinate facilities-related service requests.
• Support workplace initiatives, employee events, and special projects.
• Coordinate conference room scheduling and meeting support.
• Assist with meeting and event setup, preparation, and breakdown.

Skills

Customer service experience

Multitasking

Organizational skills

Education

High School Diploma or equivalent

Associate’s Degree

Tools

Microsoft Office

Job description

Planet Pharma in Waltham, MA is seeking a Facilities Operator to support daily workplace operations, answer calls, manage office services, and assist employees with facilities-related requests. The ideal candidate is highly organized, customer-focused, and able to multitask in a fast-paced environment to maintain a clean and well-supported office.

The role requires strong communication, collaboration with internal teams, and a commitment to a positive employee experience.