Office Administrator

Talent Groups; Waltham (MA); On-site; USD 42,000 - 50,000; Full time

Job summary

Talent Groups is seeking a Facilities Operator to support daily workplace operations, manage calls, and assist with office services and supplies. You will act as a primary contact for internal and external stakeholders and help ensure spaces remain organized and well-supported.

The ideal candidate is highly organized, customer-focused, and capable of multitasking in a fast-paced environment while contributing to a positive employee experience through reliable service and smooth operations.

Qualifications

• High School Diploma or equivalent required; Associate's Degree+ preferred.
• Proficient in Microsoft Office or equivalent suite.
• 2+ years in office coordination, administrative support, or facilities roles.
• Experience handling high-volume phone communications in a professional setting.

Responsibilities

• Answer, screen, and route incoming calls.
• Determine the nature and urgency of inquiries and direct callers to the appropriate departments or personnel.
• Assist callers 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 Adverse Event (AE) and Product Complaint (PC) reports.
• Route regulatory agency calls according to established escalation procedures and call trees.
• Continuously review and improve communication processes and procedures.
• Prepare workspaces and provide necessary office supplies for new employees.
• Assist with employee onboarding/offboarding and workspace turnover.
• Support employee moves and workstation relocations.
• Maintain copy rooms, ensure supplies are stocked and areas are 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 setup, preparation, and breakdown.

Skills

Phone communication

Customer service

Organization

Multitasking

Education

High School Diploma or equivalent

Associate's Degree+

Tools

Microsoft Office

Job description

Job Description

The Facilities Operator supports daily workplace operations by managing incoming calls, supporting office services, maintaining workplace resources, and assisting employees with office and facilities-related requests. This role serves as a key point of contact for internal and external stakeholders, ensuring communications are handled efficiently and workplace spaces remain organized, functional, and well-supported.

Duration Details:

6 months to start

The Facilities Operator supports daily workplace operations by managing incoming calls, supporting office services, maintaining workplace resources, and assisting employees with office and facilities-related requests. This role serves as a key point of contact for internal and external stakeholders, ensuring communications are handled efficiently and workplace spaces remain organized, functional, and well-supported.

The ideal candidate is highly organized, customer-focused, able to multitask in a fast-paced environment, and committed to providing exceptional service while supporting a positive employee experience.

Communications Support

• 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 Adverse Event (AE) and Product Complaint (PC) reports.
• Route regulatory agency calls according to established escalation procedures and call trees.
• Continuously review and improve communication processes and procedures.

Workplace & Facilities Support

• 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.

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.