Massachusetts Jobs

MassHire JobQuest Logo

Job Information

VHB Facility Services Coordinator in Watertown, Massachusetts

VHB is seeking a Facility Services Coordinator to join its Watertown, MA office. This is an internal support position in the facilities department that services all levels of professionals including executives, engineers, marketing, and administrative support staff.

Located in VHB’s Corporate office in Watertown, this role will be focused on Mailroom, Supply, Cafeteria and Executive Conference Center services with emphasis on customer service. Upbeat, professional demeanor and communications skills are a must. This is a full-time position Monday through Friday from 9a-6p subject to change based on the needs of the company.


  • Mailroom Services

  • Operate and maintain postage machine including supplies, services, reports, and funds

  • Receive, sort, scan, and distribute incoming mail

  • Retrieve, weigh, meter, and record outbound mail in accordance with USPS guidelines

  • Pickup and drop-off mail and packages at Watertown Post Office

  • Prepare outbound FedEx shipments of all sizes and weights

  • Receive, record, distribute all loading dock deliveries

  • Order, organize and maintain ample amounts of office supplies and shipping materials

  • Maintain well-organized and tidy mailroom

  • Cafeteria Services

  • Set up and maintain coffee service area

  • Wash dishes and run dishwasher throughout day

  • Maintain cleanliness of counters and tables

  • Manage cafeteria inventory

  • Stock supplies as needed

  • Oversee equipment maintenance schedules

  • Executive Conference Center Services

  • Set up and breakdown meetings and events

  • Coordinate AV and Facilities needs with IT

  • Ensure all conference rooms are clean and properly stocked with amenities

  • Functions and Events

  • Coordinate inhouse meetings and events including company charitable events

  • Assist with the ordering and preparation of food as necessary

  • Manage set up and breakdown

  • Occasional evening hours required

  • Vendor Coordination

  • Monitor quality of deliveries

  • Ensure delivery schedule is met

  • Process maintenance requests

  • Manage staff account cards

  • Office Administration

  • Cover front desk; greet visitors, answer and direct inbound calls to main phone line

  • Assist with new hire setups and office relocations

  • Assist with coordination of maintenance for department vehicles

  • Work cohesively with facilities and administrative team members

  • Other administrative duties as needed

Essential Skills & Experience

  • Customer service focused

  • Team oriented, with capability to work independently and meet deadlines

  • Time management and multi-tasking skills a must

  • Organized, focused, and detail oriented with excellent follow through abilities

  • Flexible, resourceful, enthusiastic, creative problem solver

  • Basic computer skills including internet and Microsoft Office Suite programs (e.g., Outlook, Word, basic Excel).

  • Strong written, verbal and interpersonal communication skills

  • Able to follow safe and sanitary cafeteria working practices

  • Able to maintain confidential information

  • Able to walk and stand for periods up to 6 hours

  • Able to lift, carry, push and pull objects up to 30 lbs

  • Valid driver’s license

  • Previous mailroom or office facilities experience a plus

  • Basic understanding of machinery a plus

Please submit applications online.

VHB’s passionate professionals include surveyors, engineers, scientists, planners, and designers who partner with public and private clients in the transportation, real estate, institutional, and energy industries, as well as federal, state, and local governments.

Together, we work to improve mobility, enhance communities and economic vitality, and balance development and infrastructure needs with environmental stewardship.

VHB is proud to be an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.

ID: 2021-1251

External Company Name: Vanasse Hangen Brustlin

External Company URL: TestUserAdmin

Street: 101 Walnut Street

Telecommute: No