Job Title: Site Operations Coordinator
Location: Lexington, MA 02421
Duration: 6 Months (Possibility of extension depending upon business requirements and performance)
Shift: Mon-Fri 8:00 to 4:00
 
Note:

• Location: 75 Hayden Ave, Lexington, MA – may need to occasionally help at the 300 Noth Beacon Street site in Watertown, MA (this will be ad hoc, likely minimal and communicated in advance)
• Reporting expectation: 5 days a week ONSITE

 
Top 3 Must Have Skills:

• Strong organizational skills
• Flexibility: the ability to multi-task and pivot between competing priorities/tasks
• Excellent interpersonal skills – smiling, pleasant, friendly demeanor to welcome guests to site as well as the ability to collaborate with all levels of the organization

 
Purpose:

• This individual will join an extraordinary administrative team and play a key role in providing support for our US R&D site.
• They will be supervised by Senior Manager, Site Administration and Operations.

 
Relationships:

• This role will report to Senior Manager, Site Administration and Operations.
• Partner closely with existing Operations team and Administrative Support Specialists.
• This position is a highly visible service position which includes taking an active role in creating a positive first impression of organization for all visitors and possess a strong customer service mentality.

 
Essential Functions:

• Being the point person for all visitors.
• A keen sense of professionalism and ability to manage multiple interactions with calmness under pressure is essential.
• Understanding a level of confidentiality as it relates to unexpected visitors by patients, FDA, immigration and board members is essential.
• This position is the point person for building and office management and employee queries and understanding fulfilling their needs as it relates to the business guidelines.
• Daily understanding of all conference room bookings to manage conflicts and last-minute requests.
• Provide administrative support and office management tasks daily.
• Actively support internal teams, as appropriate, to assist with industry conference coordination and calendar management.
• Responsible for ensuring high quality standards and efficient processes are followed.
• Understanding of financial systems/processes, assisting with preparation of POs for entry into Coupa system.
• Lead (or assist in some cases) with projects for the operations team including but not limited to new hire orientation, digital signage templates, sitewide events and celebrations, swag giveaways, lunch system maintenance, site plants/decor and email distribution lists.
• Send informational email communications to their respective sites when needed.

 
Qualifications:

• Education: minimum requirement, Associate’s degree
• Minimum of 5 years of experience in administrative/office management capacity
• Upbeat and positive attitude
• Must exercise a high degree of professionalism, diplomacy and discretion in handling confidential information and sound judgment and confidentiality
• Ability to work independently and collaboratively, act as role model, provide leadership and guidance to administrative support team
• Exceptional Microsoft Office skills, time management skills and Internet research abilities
• Comfortable collaborating with all levels of the organization as well as with external customers and vendors
• Forward thinking, ability to foresee and intercept conflicts before they arise
• Problem solving skills
• Excellent organizational skills and attention to detail
• Contribute to client culture by helping to facilitate corporate values, spirit; make organization a great place to work, respected for the quality of its people and products.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.The pay rate for this position is $33.12/hr.