Senior Administrative Facilities Coordinator 1
Haley & Aldrich
Manage 40+ office facilities, coordinate maintenance, vendors, and support admin tasks.
6 days ago ago
$50,000 - $75,000
Intermediate (4-7 years), Junior (1-3 years), Expert & Leadership (13+ years), Experienced (8-12 years)
Full Time
Boston, MA
Office Full-Time
Company Size
1,000 Employees
Service Specialisms
Environmental Consulting
Engineering
Geotechnical Engineering
Environmental Remediation
Water Resources
Health and Safety
Risk Assessment
Sustainability
Sector Specialisms
Aerospace
Education
Healthcare
Cultural Institutions
Energy
Environmental Trusts
Government Infrastructure
Industrial
Role
What you would be doing
spreadsheet management
data reporting
request system
document control
maintenance coordination
vendor management
- Produce/edit spreadsheets, charts, graphs, and floorplans.
- Work with Environmental & Social Governance (ESG) team to gather required data for company reporting.
- Create and provide various reports on a weekly, monthly, and quarterly basis
- Manage and maintain our company’s facility request system.
- Handle correspondences, phone calls, emails, and general queries promptly and professionally.
- Support Senior Facility Manager with various Real Estate projects.
- Assist in the day-to-day management of 40+ office locations across the country.
- Prepare and maintain documentation, including contracts, service agreements, work orders, and incident reports.
- Coordinate routine maintenance and repairs to ensure offices remain safe, functional, and aesthetically pleasing.
- Serve as the primary point of contact for internal staff and external visitors regarding facility-related inquiries.
- Maintain various lease information tracking systems.
- Support budget preparation and monitoring of expenditures related to facility operations.
- Liaise with vendors, contractors, and service providers for cleaning, security, landscaping, and specialized maintenance needs.
- Assist with data entry, record keeping, and the digitization of facility records and documents.
What you bring
bachelors
ms teams
visio
project
office365
3+ years
- Bachelor’s degree preferred or combined education and experience.
- Must be resourceful and possess the drive and ability to work proactively and work well under pressure to meet project deadlines.
- Excellent time management and multitasking abilities, as well as the capacity to prioritize tasks.
- Experience in using Microsoft Teams for scheduling/hosting virtual meetings is preferred.
- Possess intermediate skills or better in MS Visio and MS Project.
- Must be highly proficient/advanced with all Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook), as well as MS Teams and Adobe Acrobat DC Pro.
- Excellent verbal, written, and interpersonal skills.
- 3+ years in a professional facilities coordination and support position.
- High attention to detail, especially when dealing with contracts, budgets, and compliance documentation.
- Competence in scheduling, prioritizing, and delegating work efficiently.
Information not given or found
Training + DevelopmentInformation not given or found
Interview process
Information not given or found
Visa SponsorshipInformation not given or found
Security clearanceInformation not given or found
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Company
Overview
Founded in 1957
Year Established
The firm was established in 1957 as a result of a partnership between MIT and Harvard.
$80 million in revenue
Annual Revenue
The firm generates approximately $80 million in revenue annually.
40+ offices
Geographic Reach
The firm operates more than 40 offices across the United States.
- Pioneered soil and foundation engineering in New England.
- Grew from a small regional practice to a national consultancy.
- Excels in environmental and geotechnical scopes—like contamination cleanup, groundwater remediation, and underground engineering.
- Serves diverse sectors—from airports and energy storage to government and industrial facilities.
- Known for lean‑informed, stakeholder‑savvy approaches that manage regulatory, community, and technical challenges.
- Notable achievements include developing small‑footprint groundwater remediation tech and large‑scale hazardous waste removal.
- Safety is a central part of everything they do, emphasizing their shared responsibility in building safe environments.
- Their foundation is built on honesty, integrity, and personal responsibility, reflecting who they are at their core.
- They are committed to professional excellence, striving to lead their industry by creating the highest possible value.
- They invest in their staff and the enduring relationships they build with clients, consultants, and communities.
- They focus on wise stewardship, working toward the thoughtful and sustainable use of economic, social, and natural resources.
- They foster a unified team by embracing the varied experiences and perspectives of their employees, getting stronger together.
- Their collaborative culture empowers staff to explore what drives and motivates them.
- They are a learning organization, continuously improving through workshops, training modules, and leadership development.
<99% PFOA degradation>
PFAS Destruction Technology
Developed a technology that achieves nearly complete degradation of PFOA and defluorination with reduced energy consumption.
- Established an ESG Committee to integrate environmental, social, and governance principles in operations and projects.
- Reduces travel-related carbon footprint by conducting work virtually.
- Minimizes resource-intensive travel across commuting, sales, business development, client service, and community engagement.
- Guides clients through sustainability journeys, including decarbonization, climate resilience, GHG inventories, supply chain management, water stewardship, and ESG reporting.
- One‑team commitment: build unified team from varied experiences and perspectives; welcoming diverse perspectives and inclusive, engaging, welcoming work community.
- Employee resource groups & community of practice to network, share knowledge and engage with leaders.
- Companywide mentoring program and leadership development emphasizing diverse perspectives.
- Hiring partnerships with schools and professional organizations to connect underrepresented communities to STEM and AEC careers.
- Awarded gender diversity recognition (e.g., 'gender diversity award from AEC Advisors')
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