Administrative Assistant (Billerica)

Front Desk / Facilities Coordinator

We’re looking for a Front Desk / Facilities Coordinator to serve as the first point of contact at our site and provide day‑to‑day administrative and facilities support. This role is ideal for someone who is organized, personable, and proactive, and enjoys keeping an office running smoothly while delivering a high level of customer service.

This position supports front desk operations, facilities coordination, and basic EHS/office administration, working closely with internal teams, vendors, and building management.

Key Responsibilities Front Desk & Office Administration Serve as the primary front desk contact during business hours, answering phones and greeting visitors Ensure visitors, vendors, and guests are properly signed in and issued badges in accordance with security procedures Maintain a professional, clean, and welcoming lobby, reception, and mailroom area Receive, sort, and distribute mail, packages, and office supplies; maintain delivery logs Coordinate front desk coverage schedules and maintain phone/floor directories Support meeting room setup and daily scheduling needs Assist with new hire orientation support and badging

Facilities & Office Support Support facilities operations by coordinating maintenance and service requests with vendors and building management Walk the floors regularly to identify issues and ensure common areas, kitchens, and print rooms are stocked and orderly Manage office, kitchen, coffee station, and janitorial supply inventory and ordering Maintain seating charts, assign workspaces, and prepare cubicle nameplates Track preventive maintenance (PM) and work orders using facilities management systems Assist with purchase requests, receiving goods and services, and maintaining facilities files Support safety initiatives including SDS database maintenance, training records, AED management, fire drills, and emergency procedures Communicate building notices and announcements to employees

Additional Support Assist with company events, meetings, and special projects Maintain accurate records for employees, contractors, and visitors Support cost‑conscious purchasing and vendor coordination Perform additional administrative and facilities tasks as needed

Qualifications High School Diploma or GED required (Bachelor’s degree preferred but not required) 2+ years of experience in a receptionist, office coordinator, or facilities support role Strong customer service, communication, and organizational skills Proficiency with Microsoft Office (Word, Excel) and comfort learning new systems Experience with multi‑line phone systems and security badging systems preferred Ability to multitask, prioritize, and work independently in a fast‑paced environment Notary certification is a plus

What We’re Looking For Polished, professional, and approachable demeanor Strong attention to detail and follow‑through Comfortable working with people at all levels of the organization Willingness to be hands‑on, walk the facility, and support daily operations