Office Coordinator

Our client, a startup incubator firm for newly created biotechnology firms in Cambridge, is looking for a highly motivated Office Coordinator to join their operations team. The Office Coordinator will help with a range of responsibilities to ensure the smooth operation of the office daily and assist in all administrative and office matters as needed.

Responsibilities:

• Responsible for greeting and managing visitor flow, handling phone systems, providing guest services, validating parking, and serving as the office’s first point of contact.
• Maintain cleanliness and organization of the office, ensuring conference spaces are clean and ready for meetings.
• Promote a positive workplace culture through the administration of various office programming.
• Support in the onboarding process of new employees.
• Perform and assist in various support duties including running special errands, filing, scanning, expense reports, meeting and event planning and calendar management.
• Order and maintain inventory of all office supplies, printers, and office snacks/beverages.
• Manage and distribute all mail and packages, coordinating outgoing mail needs including preparing FedEx packages.
• Research and code invoices for payment. Communicate with vendors regarding status of payment, as needed.
• Administer office and building security and parking access requests.
• Initiate and prioritize work order requests, partnering with cleaning, security, and building maintenance vendors as related to the regional office.
• Support emergency administration and preparedness for the office, including defibrillator checks and maintenance and distribution of emergency backpacks.
• Coordinate catering needs, as requested, including scheduled office lunches.
• Assist with regional team event coordination and execution, including gifting requests.
• Collaborate with other team members on special projects, as needed.

Qualifications and Experience:

• Bachelor’s Degree strongly preferred.
• 1 years of experience in office experience required.
• Highly proficient in Microsoft Office including but not limited to: Word, Excel, PowerPoint, and Outlook.
• Thorough knowledge of all general office practices, protocols and procedures required.
• Superb organizational skills with excellent attention to detail and must be able to maintain a high level of accuracy and work diligently.
• Must be able to multi-task and work well under pressure, while maintaining a positive attitude.
• Must possess a sense of urgency, be highly proficient and organized in scheduling and maintaining calendars.
• Must possess very strong interpersonal skills and the ability to build relationships with individuals at all levels.
• Exceptional verbal and written communication and people skills.

We are an Equal Opportunity Employer and consider qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.