Role: Office Coordinator

Location: Waltham, MA
Schedule: Onsite, Monday–Friday, 8:30 AM – 5:30 PM

Position Overview

We are seeking an Office Assistant Manager to support the day-to-day operations of our Waltham office. This individual will serve as the first point of contact for employees, clients, and other visitors while ensuring the office remains organized, welcoming, and running smoothly.

This role is ideal for someone who enjoys working with people, thrives in a fast-paced environment, and is comfortable balancing administrative, facilities, and executive support responsibilities.

Key Responsibilities

Front Office & Visitor Experience

• Serve as the primary point of contact for visitors, clients, and employees.
• Greet guests professionally and ensure a positive office experience.
• Manage incoming calls, emails, and office inquiries.
• Coordinate visitor access and meeting room scheduling.

Office Operations & Facilities Support

• Receive and distribute mail, packages, and deliveries.
• Maintain office supply inventory and place orders as needed.
• Stock and organize kitchen, breakroom, and common areas.
• Coordinate with building management and vendors for office-related needs.
• Assist with office events, meetings, and employee activities.
• Ensure conference rooms and shared spaces are organized and presentation-ready.

Administrative & Executive Support

• Provide light executive and administrative support to leadership team members.
• Schedule meetings, coordinate calendars, and manage conference room bookings.
• Assist with travel arrangements and expense reporting when needed.
• Support onboarding activities for new employees.
• Help maintain organizational documents, records, and office procedures.

Technology & Communication

• Utilize Microsoft Outlook, Teams, Word, Excel, and other business applications.
• Assist employees with basic office technology and communication needs.
• Coordinate virtual and in-person meetings using Teams and other collaboration tools.

Qualifications

Required

• 1–3 years of experience in office administration, receptionist, administrative assistant, customer service, hospitality, or a related role.
• Strong interpersonal and communication skills.
• Highly organized with strong attention to detail.
• Comfortable managing multiple priorities in a busy office environment.
• Proficiency with Microsoft Outlook, Teams, Word, and Excel.
• Ability to work onsite five days per week.

Preferred

• Experience supporting executives or leadership teams.
• Experience coordinating office facilities or vendor relationships.
• Previous experience in a corporate or professional office environment.