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Building Setup & Office Assistant

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Building Setup & Office Assistant Ad – July 2021

The Boston Bar Association (“BBA”) is the Commonwealth’s premier legal network and professional association for lawyers. Home to over 13,000 members and more than 140 institutional partners, the BBA produces high-quality educational programming, advocates for important changes in public policy, and serves our community through innovative public service projects.

The BBA is seeking to fill the position of Building Setup & Office Assistant, which provides building services support to full association. The role will perform a variety of tasks supporting events held at the building including flipping rooms, assisting with meeting set-ups and building access. The role will perform a variety of on-site administrative duties that collectively contribute to the functionality and appearance of the office including but not limited to cleaning of conference rooms, common areas, offices, desks, and kitchens. The role will be a building opener and ensure that the mail is collected and distributed, and the office environment conditions are comfortable including setting temperatures and lighting. This is an interactive role and will be onsite at 16 Beacon Street.

Interested candidates should send their resume to hr@bostonbar.org for consideration.

POSITION DESCRIPTION

                                                       

TITLE:                     Building Setup & Office Assistant

                                                                       

DEPARTMENT:      Finance & Administration

 

REPORTS TO:        Office Manager


POSITION

SUMMARY:             Responsible for the building’s facilities, setting up meeting rooms, mail, and stocking supplies.

HOURS:                   8-4 (May require additional time commitment outside of normal hours).

LOCATION:            Monday through Friday on site at 16 Beacon Street Boston, MA 02108. Position not eligible for remote work.


RESPONSIBILITIES:

·      Open the building each morning. Perform daily building inspection and replenish all supplies for water coolers, all beverage and food stations, coffee stations in all meeting rooms, print/copy/stationery areas, and restrooms throughout the facility. 

·      Set-up conference rooms for all meetings and events; this includes but is not limited to arranging seating and staging, setting up food stations, and opening up and configuring audio-visual systems. Coordinate with other departments on specific needs for programs/events as necessary. Assist with setting up off-site events as needed.

·      Sort incoming mail and deliver to appropriate department or individuals. Processes outgoing mail and shipping.

·      Operate office machines including copiers, scanners, and other standard office equipment.

·      Assist with building access, including keys, alarm codes, and security.

·      Throughout the day, maintain the cleanliness, temperature and organization of the building, including all conference rooms, kitchens, restrooms, and supply areas.

·      Coordinate trash and recycling pick-up days.

·      With the Office Manager, coordinate site visit logistics for and scheduling with contractors and vendors.

·      Work to ensure that all egress areas and public aisles of the facility are ADA compliant. 

·      Perform other tasks as directed.


QUALIFICATIONS/SKILLS:

·      Strong interpersonal and customer service skills and ability to work effectively and professionally with a wide range of staff, building visitors and vendors.

·      Ability to work independently and to manage a schedule that will change from day to day and week to week, and to adapt to changing priorities with flexibility and patience.

·      Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively, and to bring an appropriate sense of urgency to all job tasks.

·      Demonstrated time management skills and a commitment to detail, accuracy and responsiveness.

·      Proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint).

·      Ability to lift/move large and at times heavy objects.

·      Knowledge of AV equipment a plus.


This job description is intended only to provide general guidance. It is understood that the position may evolve over time, and that additional or different duties may be added at management’s discretion. It is the policy of the BBA/F to review and update job descriptions annually however updates or revisions may occur within a given year as indicated.

 

 


Building Setup & Office Assistant Ad – July 2021

The Boston Bar Association (“BBA”) is the Commonwealth’s premier legal network and professional association for lawyers. Home to over 13,000 members and more than 140 institutional partners…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    August 2, 2021

Benefits

The Boston Bar Association offers a full range of benefits included but not limited to health, dental, vision, 401k, life, disability, FSA or HSA, Commuter, and PTO time.

The Boston Bar Association offers a full range of benefits included but not limited to health, dental, vision, 401k, life, disability, FSA or HSA, Commuter, and PTO time.

Location

On-site
16 Beacon St, Boston, MA 02108, USA

How to Apply

Please e-mail your resume to hr@bostonbar.org.

Please e-mail your resume to hr@bostonbar.org.

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