City Wide Facility Solutions Boston · 19 hours ago
Administrative Coordinator - Operations
Marlborough, MA
Full-time
Onsite
New Grad, Entry LevelCity Wide Facility Solutions – Boston is a leader in the managed services space, helping commercial properties simplify facility management. They are seeking a detail-oriented Administrative Coordinator to support operational processes, manage compliance documentation, and ensure smooth client onboarding and ongoing data management.
Project ManagementService Industry
Hiring Manager
Stefan Masciarelli
Responsibilities
Prepare Client NJS and supply quotes for the Operations team
Issue NJS confirmations to Independent Contractors
Assist with administrative coordination across multiple operational workflows
Ensure all active Independent Contractors have current Certificates of Insurance (COIs) on file
Coordinate with City Wide’s insurance agent to obtain accurate COIs for new clients
Maintain and update all insurance documentation within the City Wide system
Lead administrative aspects of new client onboarding, including welcome communications, CRM setup, and key inventory
Support Vendor Sourcing & Compliance by scheduling Independent Contractor walkthroughs
Prepare and issue Contracts for Services to Independent Contractors for new accounts
Maintain accurate, up-to-date client and contractor data in the CRM
Organize and manage operational documents within SharePoint
Assist with updates to existing client agreements, scopes of service, and insurance as needed
Qualification
Required
Strong organizational skills with the ability to prioritize and manage multiple tasks
Excellent attention to detail and commitment to accuracy
Clear, professional written and verbal communication skills
Ability to meet deadlines in a fast-moving environment
Comfort working with CRMs, document management systems, and administrative workflows
Professional demeanor and ability to work with a wide range of personalities
Valid driver's license and willingness to visit client sites as needed
Benefits
Comprehensive benefits package: medical, dental, vision, life, FSA & HRA
401(k) with company match
Generous paid time off, including holidays and volunteer time
Company
City Wide Facility Solutions Boston
Since 2008, City Wide Facility Solutions Boston has been providing managed services to commercial properties throughout Eastern and Central Massachusetts.
Founded in 2008
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase