Facility Coordinator

UG2; Boston (MA); On-site; USD 70,000 - 120,000; Full time

Job summary

UG2 is hiring a Facility Coordinator in Boston to oversee all aspects of event planning and execution, ensuring everything runs smoothly from start to finish. This role involves collaborating with various stakeholders and requires strong organizational and communication skills, as well as the ability to lift equipment for event setups.

Qualifications

• 1-3 years of related experience preferred.
• Proficiency in Microsoft Outlook and calendar management.
• Ability to lift up to 50 lbs for event setup.

Responsibilities

• Serve as point of contact for event setup and vendor needs.
• Manage and maintain the event calendar.
• Set up and break down event spaces as needed.

Skills

Organizational skills

Communication skills

Customer service skills

Attention to detail

Tools

Microsoft Outlook

Work order systems

Job description

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The Facility Coordinator is responsible for planning, coordinating, and executing events within the organization, ensuring that all logistical aspects are addressed from setup to breakdown. The Facility Coordinator works closely with clients, vendors, and internal teams to guarantee that all events run smoothly, adhere to safety standards, and provide excellent customer experience. The Facility Coordinator manages event calendars, communicates with stakeholders, and ensures all spaces are prepared and maintained before, during, and after events. This role requires a high level of attention to detail, strong communication skills, and the ability to handle physical tasks and logistical planning.

Job Responsibilities

• Serve as the primary point of contact for customers regarding event setup, headcount, and vendor needs.
• Manage and maintain the event calendar for the site, including approvals and scheduling.
• Support and maintain training rooms, conference rooms, lobbies, lounges, and common spaces.
• Set up event spaces according to customer requirements, including arranging chairs, tables, power strips, and equipment, and resetting spaces afterward.
• Assist catering teams with setting up and tearing down catering tables, both indoors and outdoors.
• Support cleaning efforts before, during, and after events, ensuring spaces are tidy and ready for use, including vacuuming, emptying trash, and resetting rooms.
• Provide ongoing assistance to customers during longer events by managing trash, tidying spaces, and handling ad hoc requests.
• Set up audio-visual (AV) equipment for events and troubleshoot issues as needed.
• Communicate and respond to all event-related emails and work order tickets in a timely and professional manner.
• Inspect equipment for damage after use, manage inventory, and ensure that all items are accounted for and in good working order.
• Adhere to all event safety standards and fire code regulations, ensuring seating arrangements are complying.
• Assist with ordering, moving, and storing event supplies and equipment.
• Ensure that all event spaces are clean, organized, and ready for future use.
• Attend weekly team meetings to coordinate upcoming events and discuss logistics.
  
  

Key Interactions

• Engage with all leaders and stakeholders.
• Engage with clients, vendors, and internal teams.
• Collaborate with staff and facilities management.
  
  

Requirements (Knowledge, Abilities, Skills, And Education And/or Experience

• One to three years of related experience is preferred.
• Proficiency in Microsoft Outlook and other calendar management tools.
• Experience with work order systems.
• Strong organizational skills with an eye for detail.
• Excellent written and verbal communication skills.
• Ability to lift up to 50 lbs. repeatedly for event setup and breakdown.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Experience using cleaning tools and equipment for event space maintenance.
• Strong customer service skills, ensuring a high level of client satisfaction.
• Ability to manage multiple events and priorities simultaneously.
• Knowledge of event safety standards and fire regulations.
  
  

Working Conditions And/or Physical Requirements

• On-site role requiring physical activity, including setting up and breaking down event spaces.
• Ability to lift and move equipment and furniture up to 50 pounds.
• Attention to detail, organization skills, and the ability to work in various physical positions, including standing, sitting, and walking.
  
  

About UG2

Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. At UG2, we set the standard in facility services through our relentless pursuit of innovation and excellence. We take pride in exceeding client expectations and fostering a culture of continuous improvement.

Every team member is integral in shaping our strategy and driving our mission. By embodying our commitment to service excellence, they directly contribute to UG2's growth and our reputation for delivering unparalleled results in a client-focused industry.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Facilities Services

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