Job Description

Position: Office Administrator

Location: Boston, MA

Pay: 55-70k

Temp to Hire

We are currently seeking an Office Administrator in our Boston office. This includes welcome/greet all visitors to the office, manage main phones, accepting / shipping packages, general office functions, managing kitchen and office supply needs, facility, and conference room management, ordering office lunches for meetings and overtime meals. The successful candidate must be able to prioritize work, work independently, provide excellent customer service, and help to foster a team atmosphere in a professional, fast-paced environment.

Responsibilities

• Visitor coordination, greet and provide hospitable assistance
• Serve as Interview Greeter when needed
• Answer all main line incoming calls and routing to appropriate staff
• Share relevant office-wide announcements including property management communications and advisements
• Conference room management including reservations and developing a good working knowledge of the video conference/AV equipment to assist/train others when needed
• Ensure rooms are kept tidy and stocked appropriately
• Ensure facility and office equipment are in good working order at all times
• Coordination/reporting of all maintenance and cleaning issues
• Develop relationship with the building’s property management team and utilize the property’s service request portal
• Manage external vendor scheduling, both emergency and regular maintenance visits
• Request after hours services (HVAC) or other ad-hoc property management requests
• Central point of contact with global CRE for non-standard approvals or other project-related work requirements
• Security administrator, coordinating with the building for base-building badge assignment/ administration of our internal office security system
• Issue badges to new hires; execute termination of access with internal security system and building system for off-boards
• Apply common IT resolutions to common problems
• Assisting with conference room and virtual meeting set up
• Process incoming and outgoing domestic and international mail and packages
• Assist with food catering for meetings/events, including coordination set up/clean up as needed
• Office expense administration and invoice processing in the future
• General tasks, as needed, including faxing, copying/scanning
• Coordinate building/suite badges for new hires
• Add new hire to any printer/scanner contact lists
• Coordinate on-site new hire photo shoots (as needed)
• Ad-hoc corporate project support

Requirements

• Outstanding customer service and interpersonal skills
• Ability to effectively interact with clients and employees
• Excellent verbal and written communication skills
• Excellent computer and calendaring skills, including a working knowledge of Microsoft Office Outlook, Word, Excel and PowerPoint
• Organized and detail orientated with excellent follow-through skills
• Strong problem-solving skills
• Self-motivated, creative thinker, and a great team player
• Position is in-office five days a week
• Business casual attire

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