Office & Facilities Operations Specialist

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

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.