Headquarters Operations Coordinator

The HQ5 Operations Coordinator plays a critical role by providing proactive administrative and operational support for the HQ5 Operations Manager and in support of headquarters' operational functions, including operations coordination, special event planning and support, mailroom and receiving area coverage, main desk coverage, and other daily headquarter operational needs to provide a safe, healthy and comfortable environment for employees and guests.

ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES:

HQ5 (Headquarters) Operations Administrative Support

1. Assists the HQ5 Operations Manager in ensuring timely response to tickets, requests via email, in-person and phone as directed by the Operations Manager.

2. Provides administrative support to the HQ5 Manager including reporting, and document creation.

3. Assists with creating signage, scheduling meeting rooms and other coordination duties.

HQ5 Operations

4. Responsible for keeping assigned areas, such as reception, common areas, pantries and restrooms clean and orderly.

5. Sets up and troubleshoots technology to support meetings and events.

6. Escorts vendors as needed.

7. Supports special projects as necessary.

Event Planning and Coordination

1. Works with HQ5 Operations Management to help organize and coordinate all facets of the event process and build internal and external customer relationships.

2. Responds to "HQ5 Event Requests" in a timely fashion for Approval or Options if their request cannot be fulfilled as indicated.

3. Responsible for coordinating with various department managers and their staff to ensure all components of the event are properly set-up, staffed and managed.

4. Works alongside the HQ5 Operations Manager on scheduling, coordinating, and directing Temp Staffing as required per event.

5. Understands clients' needs for the event, and either ensuring their presence when needed to help monitor and help throughout the course of the event.

6. Conducts checks and re-checks before the event commences.

7. Follows up and assists points of contact/customers to inform them of the various event planning options for rentals, food and beverage (in specific rooms or areas), as well as any A/V needs.

8. Books outside subcontractors as needed (i.e. musicians, bartenders, face painters, etc.). .

9. Coordinate the above-described activities with the HQ5 Operations Manager, and the HQ5 Operation Team as needed.

Mail Services

1. Provides coverage for mailroom and receiving area, including receiving/accepting deliveries, sorting, notifying recipients sending outgoing items and completing other associated tasks.

2. Works with couriers to prepare outgoing items and receive and sort mail.

3. Assists with enterprise-wide distribution/deliveries as needed.

4. Maintains a neat and orderly area in the mailroom and receiving area.

5. Works with other departments to assist with ingoing/outgoing mail as needed.

Welcome Desk

1. Provides excellent customer service to all employees and visitors to the property.

2. Serves as the first point of security for the main entrance, granting visitors access to the building.

3. Greets all visitors to the facility and maintains a logbook which visitors are required to sign in to upon entering the building, assigns and logs badges numbers.

4. Contact the appropriate employee who the visitor wishes to see.

5. Answers and redirects incoming calls as necessary.

6. Maintains schedule of meetings, conferences, and events being held throughout the building.

7. Performs minor housekeeping functions at the reception desk, lobby area and other areas as requested, to maintain a tidy appearance.

8. Accepts or redirects incoming mail or deliveries as needed.

9. Assists with any employee or public safety incidents, including medical, fires, evacuations, or other facility related events.

10. Troubleshoots and appropriately escalates issues as required.

HQ5 Operations

1. Provides back-up support to HQ5 (building) specialists.

2. Sets up and troubleshoots technology to support meetings and events.

3. Escorts vendors as needed.

4. Supports special projects as necessary.

QUALIFICATIONS:

EDUCATION & CERTIFICATIONS: (Minimum education required to perform the duties of this position)

* Associate's degree or equivalent experience required.

* Valid Massachusetts Driver's License required

EXPERIENCE:

* Minimum of 2 years providing administrative support in a professional setting.

* Hospitality experience preferred.

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to multi-task on competing priorities and tracking assignments, while maintaining attention to detail and meeting established deadlines.
• Requires the ability to exercise discretion, judgment, and initiative.
• Ability to be flexible and poised in a work environment of changing priorities.
• Must demonstrate initiative, good problem-solving abilities, and excellent communication and organizational skills.
• Ability to manage confidential/sensitive information and/or circumstances appropriately and professionally.
• Proficiency in using Microsoft Office software suite, including Word, Excel, PowerPoint, Outlook, Access etc.
• Demonstrated proficiency utilizing technology and interest in continuously expanding this knowledge and adapting to new technological advances.

COMPETENCIES:

* Must have cyber security awareness to protect the digital environment, the Bank, and customers.

* Technology savvy

* Customer service

PHYSICAL DEMANDS: (Physical effort generally associated with positions)

Normal Physical Capabilities:

Incumbents must be able to perform the following activities frequently or continuously throughout the workday as appropriate to the position: travel throughout the Bank's primary and secondary market areas (which are beyond Cape Cod), bend, carry (one and two hands), collate papers, dial a phone, file records, hear at normal speaking levels, hold items with hands, lift up to 25 lbs., move throughout building, operate office equipment (fax, copier, phone, computer, etc.), computer input for extended periods of time, read English, see well enough to scan documents with detail, sit for up to two hours at a time, stand for short periods of time, speak on the telephone and in person, write with hand, and work at the Bank's facilities.

*Reasonable accommodation may be available for qualified individuals with disabilities

Be able to stand for several hours

Be able to walk throughout building and campus

WORKING CONDITIONS: (Typical working conditions with this type of work and environmental hazards, if any, that may be encountered in performing the duties of this position.)

Internal -- work is normally performed in a climate-controlled office environment, where exposure to conditions of extreme heat/cold, poor ventilation, fumes and gases is limited. The noise level is moderate and includes the sounds of normal office equipment (computers, telephones, etc.). No known environmental hazards are encountered in normal performance of duties. Length of day is unpredictable; long hours may be required to accommodate deadlines or special meetings.

External -- Some travel to remote Bank locations will be required. Environmental conditions are regular office and branch locations of the Bank and outside event support.