Administrative Coordinator

Dorchester Bay Economic Development Corporation Inc; Boston (MA); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

Hybrid work environment

Health and dental coverage

Flexible spending accounts

Paid holidays and vacation

Job summary

Dorchester Bay Economic Development Corporation (DBEDC) in Boston, MA, is seeking an Administrative Coordinator to be the welcoming face and operational heartbeat of our offices and shared workspaces. This role ensures spaces, systems, and schedules run smoothly so staff and community partners can focus on building equitable, thriving communities.

Reporting to the Director of Operations, you will greet visitors, support multiple departments, coordinate calendars, manage mail and shipments,

Qualifications

• 3+ years of administrative or operations support experience.
• Proficiency with Microsoft 365 including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to work in a hybrid environment and manage multiple priorities.

Responsibilities

• Serve as the primary reception and front-of-house contact.
• Coordinate calendars, meetings, events, and room bookings; manage mailing and shipments.
• Maintain administrative records and confidential information with discretion.
• Support the Director of Operations and other department leaders.
• Route requests to appropriate staff and track progress in the work-management system.
• Assist with office moves, space planning, and vendor coordination.

Skills

Administrative support

Office coordination

Customer service

Communication

Microsoft 365

Tools

Microsoft 365

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Boston, MA, US

2 days ago Requisition ID: 1022

Salary Range: $70,000.00 To $80,000.00 Annually

About the Role

Dorchester Bay Economic Development Corporation (DBEDC) is seeking an Administrative Coordinator to be the welcoming face and operational heartbeat of our offices and shared workspaces. This is a chance for an organized, service-minded professional who wants to do more than keep things running. You'll make sure our spaces, systems, and schedules work so well that our staff and community partners can focus on what matters most: building equitable , thriving communities.

Reporting to the Director of Operations, you'll be the first-person visitors meet and the person colleagues count on. You'll work across every department, with building management, and with vendors and tenants, and you'll bring warmth, sound judgment, and follow-through to everything you touch.

If you're a natural problem-solver, a calm presence under pressure, and someone who takes pride in getting the details right, we'd love to hear from you.

What you can expect to do in the role:

Be the Face of DBEDC

You'll set the tone for how people experience our organization.

• Serve as the primary reception and front-of-house contact, offering first-class service to staff, tenants, clients, partners, and visitors.
• Represent DBEDC's brand and values with professionalism, warmth, and a commitment to equity in every interaction.
• Champion a positive, inspiring office culture by welcoming new hires, celebrating team milestones and wins, and helping organize staff gatherings that bring people together.
• Keep our offices safe, efficient, and welcoming by staying ahead of supplies, equipment, shared spaces, and service needs, so there are no preventable gaps.

Keep Our Calendar, Events, and Requests Running Smoothly

You'll be the person who makes sure things happen when and how they should.

• Provide direct administrative support to the Director of Operations and other department leaders.
• Coordinate calendars, meetings, events, and room bookings, including shared conference spaces used by Pierce Building tenants, and head off conflicts before they happen.
• Manage mailing, shipping, and document handling accurately and on time.
• Track and complete administrative requests in our work-management system: reviewing details, maintaining due dates and status, communicating with requesters, and closing the loop.
• Follow our intake, prioritization, approval, and escalation procedures, and route requests that need facilities, technology, budget, or supervisory review to the right people.
• Coordinate the reservation, check-out, return, and storage of shared equipment and event materials.

Anchor Our Facilities, Vendors, and Building Partnerships

• Serve as the primary liaison between DBEDC, building management, and external service providers.
• Manage office-related vendors, including scheduling, invoice review, and quality monitoring.
• Support office moves, workstation changes, and space planning in line with operational priorities.

Strengthen Our Systems and Protect What's Entrusted to Us

• Maintain accurate, timely, and accessible administrative records and shared files in approved systems.
• Partner with our Data & Evaluation Manager to keep contact records in our CRM clean and complete, flagging duplicates, inconsistencies, or missing information.
• Follow organizational standards for file naming, storage, permissions, records retention, and data handling.
• Handle sensitive and confidential information with the highest level of discretion.
• Process checks, receipts, deposits, invoices, and other financial documents only as assigned and in line with our internal controls.

Solve Problems and Make Things Better

• Anticipate needs, resolve issues proactively, and manage competing priorities with minimal supervision.
• Communicate risks, delays, and needed decisions quickly and clearly.
• Support special projects and cross-departmental initiatives as directed by the Director of Operations.
• Spot recurring administrative problems and recommend practical improvements.
• Help document and roll out procedures, templates, checklists, and tracking tools that make everyone's work easier.

Qualifications – What Success Requires

Mission Alignment

• Commitment to DBEDC's mission and an understanding of racial equity in community development.
• Ownership mindset with a focus on high-quality results and an awareness of how your work affects your team and the organization.
• Curiosity and a desire to learn, ask questions, and apply lessons from experience.
• Comfort with change and the confidence to challenge conventional thinking and propose creative solutions.

Technical Expertise

• 3+ years of directly relevant administrative or operations support experience.
• Demonstrated effectiveness in scheduling, coordination, office management, and customer service.
• Proven ability to manage multiple priorities, shifting deadlines, and high-volume requests.
• Experience using a task or project-management platform to manage assignments, deadlines, documentation, and follow-up.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to work in a hybrid environment.

Collaboration and Communication

• High level of discretion, emotional intelligence, professionalism, and sound judgment.
• Experience collaborating across departments and supporting shared operational initiatives.
• Reliability and flexibility during high-volume periods, events, and transitions.
• Clear, professional verbal and written communication skills.
• Ability to interact effectively with staff, tenants, vendors, and external partners.

Additional Requirements

• Ability to pass a background check.
• Availability for occasional evenings and weekends.

You’ll stand out if you:

• Are multilingual in Spanish, Cape Verdean Kriolu , Haitian Creole, or Vietnamese.
• Have worked in a community-based, nonprofit, or mission-driven organization.
• Have experience with CRM systems (Salesforce preferred) and project-management tools such as Asana or Trello.
• Have coordinated vendors, facilities requests, shared workspaces, or office moves.
• Have experience supporting diverse, multicultural communities.

Other important details :

• Salary range: $ 70,000 – 8 0,000

Why DBEDC?

Our work is community development with racial equity at its center. We create opportunities for the neighborhoods, individuals, and families we serve, and we do it alongside the people who live there. Our teams work on real projects that shape the places where people live, work, and gather, bringing tenants, partners, and neighbors together under one roof.

Collaboration is how we get things done. We work side by side with each other and build trusting relationships with community partners, tenants, funders, and vendors. In this role, you'll be at the center of that connection, helping every team do its best work and making sure everyone who walks through our doors feels welcome.

You'll join a team that is curious, committed, and invested in making a lasting difference, and you'll see how your work supports that impact every day.

Living Our Values

At DBEDC, our culture is grounded in shared values:

• Accountability : We take ownership of our words, actions, and their impacts.
• Curiosity : We ask questions, try new things, and learn from experience.
• Collaboration : We build trusting relationships internally and externally.
• Transparency : We communicate directly, honestly, and with clarity.
• Innovation : We embrace change, challenge convention, and adapt with intention.

DBEDC proudly offers a total compensation package that goes above and beyond, supporting your health, well-being, and work-life balance. Here’s what you can look forward to:

Health and Wellness

• Choose from several generous medical insurance packages with no waiting period
• Employer-paid dental and vision coverage to keep you smiling.

Access to Flexible Spending Accounts and the Dependent Care Assistance Program for added flexibility.

Short-Term Disability, Long-Term Disability, Life Insurance, and Accidental Death coverage for peace of mind.

Lifestyle and Perks

• Access exclusive discounts through our Perks at Work Program.
• Enjoy a hybrid work environment that balanc es work and life with ease.

Time Off That Works for You

• Generous amount of vacation time to recharge and relax.
• Seventeen paid holidays, including your birthday, because you deserve to celebrate.
• Fifteen sick days for when you need to rest and recover.
• Five volunteer days to give back.

Future-Focused Benefits

• Save for your future with our 403(b) retirement plan, featuring a generous employer contribution.

Professional Development

• Grow your career with access to professional development opportunities, including workshops, conferences, and training programs.
• Collaborate and learn in a dynamic environment that encourages innovation and skill - building .

At DBEDC, we’re not just offering benefits, we’re investing in you! Join us and experience a workplace that values your well-being and success while building a brighter future for Dorchester and beyond!

About Dorchester Bay Economic Development Corporation (DBEDC)

DBEDC is a Community Development Corporation (CDC) and a certified Community Development Financial Institution (CDFI). Founded in 1979, we work to build a strong, thriving, and diverse community in Boston’s North Dorchester and Roxbury neighborhoods. We develop and preserve home ownership and rental housing across income levels. We create and sustain economic development opportunities for businesses and individuals. We build community through organizing, civic engagement, and leadership development.

We are one of Boston’s legacy agencies and most established community development organizations, with an annual operating budget of approximately $11 million and a staff of 30.

At DBEDC, we welcome and encourage applications from all backgrounds and experiences, including those from unconventional career paths and anyone who can bring fresh perspectives and lived experiences to our team. Together, we aim to build an organization that reflects and celebrates the vibrancy of the communities we serve.