Admin Assistant
Location:Cambridge MA 02138
Rate: $33-35
Duration: 3 months
 

The Temporary Facilities Coordinator supports the daily operations, maintenance, and upkeep of approximately 1.2 million gross square feet of academic, residential, and campus facilities. This hands-on coordination role is responsible for scheduling vendors, tracking maintenance requests, coordinating repairs, and assisting with general building and property needs to ensure facilities are maintained to established standards.

The position works closely with facilities staff, campus partners, vendors, and building occupants to coordinate service activities, address maintenance needs, and support a safe, clean, and functional environment. Responsibilities may include common area and in-unit maintenance requests, apartment turnovers, furniture installations, and general building operational assignments.

This is a temporary, hands-on facilities support role reporting to the Director of Facilities Management.

Facilities Operations & Maintenance

• Assist with common area and in-unit maintenance requests, building repairs, facilities projects, and general operational assignments.

• Help ensure buildings, building systems, residential spaces, and grounds are maintained according to established standards.

• Monitor building grounds and common areas to ensure they remain clean, organized, and safe.

• Assist with apartment turnovers, furniture moves, classroom setups, and general building preparation.

• Help coordinate maintenance activities involving HVAC, electrical, plumbing, mechanical systems, and other building equipment.

• Support dining and food-service equipment maintenance, including grease management.

• Assist with furniture deliveries, installations, classroom requirements, and accessibility accommodations.

Vendor Scheduling & Coordination

• Schedule and coordinate vendor visits for maintenance, repairs, inspections, and other facilities-related work.

• Confirm appointments, site access, and service requirements before vendors arrive.

• Follow up with vendors regarding work progress, completion dates, and outstanding issues.

• Communicate schedules, service updates, and delays to building occupants, facilities staff, and campus partners.

• Help monitor vendor performance and address concerns related to service quality, scheduling, or compliance.

• Maintain accurate records of vendor activity, maintenance requests, and service completion within the work order system.

Work Order & Administrative Support

• Track and help prioritize maintenance requests, repairs, and preventive maintenance activities.

• Update work order systems and maintain accurate documentation of service requests and resolutions.

• Coordinate with facilities personnel to ensure maintenance issues are addressed in a timely manner.

• Manage multiple requests and adjust priorities as operational needs change.

• Perform other facilities coordination and operational duties as assigned.

• Previous experience coordinating maintenance, facilities operations, service requests, or vendor activities preferred.

• Strong organizational, multitasking, and problem-solving skills.

• Excellent verbal and written communication skills, including the ability to read, write, and communicate effectively in English.

• Ability to work independently under general supervision while exercising sound judgment and accountability.

• Strong customer service orientation with a positive attitude, professional demeanor, and strong work ethic.

• Ability to work effectively with vendors, facilities staff, building occupants, and a diverse campus community.

• Familiarity with common hand tools and general building maintenance practices.

• Ability to adapt to changing priorities in a fast-paced, team-oriented environment.

• Previous facilities coordination or supervisory experience is a plus.

• Familiarity with HVAC, electrical, plumbing, mechanical systems, and general building operations.

• Experience using work order systems, maintenance tracking software, or vendor scheduling platforms.

• Previous experience supporting residential properties, apartment turnovers, or campus facilities preferred.

• Position is based on campus in Cambridge, Massachusetts.

• Must be available to work outside normal business hours as needed, including evenings, weekends, and holidays, to support apartment turnovers, building emergencies, and operational requirements.

• Schedule flexibility may be necessary during holiday breaks, residence hall move-in and move-out periods, commencement, and the beginning of each semester.

• Significant time will be spent walking throughout campus properties, including navigating stairs and various building areas.

• Work may involve exposure to loud noises, temperature extremes, inclement weather, airborne particles, vibration, hazardous materials, ladders, and confined spaces.

• Personal protective equipment must be used when appropriate.

• Ability to walk throughout large properties and navigate stairs regularly.

• Ability to climb stairs and ladders and assist with moving furniture, equipment, and other materials.

• Ability to lift, carry, and move objects weighing up to 65 pounds, with or without reasonable accommodation.

• Ability to perform hands-on facilities support and maintenance-related tasks.