Event Operations Assistant Jobs in Lexington, MA

The Facilities Coordinator is a client-facing role that is responsible for supporting the Facilities, Engineering & Real Estate (F&E) team for all onsite activities and coordination with internal/external stakeholders. The role will primarily support workorder request management, onsite event/meeting coordination and support, administrative responsibilities, maintain team documentations, develop internal team/company communications, etc. The role will support vendor escorts, and other designated onsite assignments by team management. This is an onsite position requiring attendance in the office five days per week.

Job Tasks & Responsibilities:

• Serve as the primary point of contact for all furniture setups, janitorial requests, and cleaning and disinfection needs, overseeing each from start to finish.
• Liaison between designated client and UG2.
• Administrative responsibility for management of scheduling and planning of activities, onsite meetings, work order requests and other related team operations.
• Onsite meeting and event operations coordination and support - contact shipping and receiving for upcoming large event catering service arrival, setup of conference rooms, escorts with vendors, etc.
• Provides ad-hoc customer support and facilitation to workorders requests, team inquiries, and scheduling.
• Manage visitor processes, including new contractor badges and coordinating any external guests registration with offsite building management.
• Conduct janitorial and maintenance walkthroughs and inspections with the facilities team to ensure cleanliness standards are met, review and update inspection guidelines quarterly.
• Responsible for all transportation elections, reporting and cost allocations with parking and public transportation.
• Partner with Corporate Communications to support large-scale events (300+ attendees), ensuring all operational needs are planned and executed for the day before, day of, and day after the event.
• Manage all communications related to UG2 scheduled weekend work including coordinating timelines, confirming task execution, informing end users, sending reminders, and conducting post-work walkthroughs to ensure satisfaction.
• Maintain team contact information, organizational charts, facilities related materials, presentation content, etc.
• Assist with maintaining digital and hard copy files for necessary documentation and offsite storage requirements.
• Compliance and training with all Engineering Procedures (EP) as directed and related to daily work activities.
• Ensure a safe work environment is maintained through adherence to safety guidelines and policies.
• Complete badge setup, access requests, and required EHS training completion for all new janitorial staff.
• Collaborate closely with day and night managers to maintain seamless daily operations across both shifts.
• Create and maintain dashboards summarizing monthly inspection results for client review.\
• Conduct meetings reviewing upcoming events with security informing them of VIP guests and large-scale events.
• Conduct weekly team meetings that serves as a check in for entire team. Taking meeting minutes and sending out for review.
• Develop and refine cleaning and disinfection programs by creating Standard Operating Procedures (SOPs) as needed.
• Primary backup to internal teams as necessary and act as primary team interface with visitors.
• Support Occupancy Planning Team with workstation move requests, physical logistics as needed.
• Performs ad hoc work requests as directed by operations.

Qualifications

• College degree required.
• 2+ years in Facilities related and administrative role preferred.
• At least 2+ years of experience working in the Biotech/Pharmaceutical industry preferred.
• 2+ years in event operations and planning.
• High competency in maintaining, organizing and reviewing documentation
• Advanced proficiency with MS Office products (Excel, Word, Outlook, Powerpoint, Visio, Project)
• Self-sufficient, flexible, and motivated team player capable of managing several activities simultaneously
• Ability to work in a dynamic environment and effectively lead communication across the team and internal stakeholders
• Thoroughly understands the role and the importance of customer service to deliver value to the business
• Excellent document preparation, attention to detail and writing skills.
• Customer Service focused and oriented
• Understanding of all aspects of building operations, logistics, administrative support, vendor relationships, financials, etc.
• Ability to be self-driven and adaptable to learning new programs and systems.
• Ability to work in a regulated and disciplined environment.

About UG2

Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. At UG2, we set the standard in facility services through our relentless pursuit of innovation and excellence. We take pride in exceeding client expectations and fostering a culture of continuous improvement.

Every team member is integral to shaping our strategy and driving our mission. By embodying our commitment to service excellence, they directly contribute to UG2's growth and our reputation for delivering unparalleled results in a client-focused industry.