Boston Office Operations Coordinator (On-Site)

Doist; Boston (MA); On-site; USD 41,328 - 48,216; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits

Professional development opportunities

Job summary

IANS is seeking an Office Administrator to ensure smooth daily operations at our new Boston headquarters. You will manage office supplies, conference rooms, vendor coordination, and event support, while partnering with the EA/Office Manager and People team to create a welcoming, high-functioning workplace.

The role emphasizes on-site presence, coordinating interviews and visitor experiences, and supporting light admin tasks such as onboarding logistics and expense processing.

Qualifications

• 2–4 years of experience in an office coordination, administrative, hospitality, workplace experience, or facilities-support role, ideally in a professional services or corporate environment.
• Excellent written and verbal communication skills.
• Experience with scheduling and coordinating candidate/interview logistics.
• Experience coordinating vendor services and office operations.

Responsibilities

• Office operations: Maintain day-to-day office upkeep, serve as first point of contact for facilities issues in the new Boston space.
• Support interview days: prep rooms, greet candidates, coordinate visitor logistics, assist recruiting with scheduling.
• Meeting & event support: manage conference room scheduling, set up meetings and events, coordinate catering.
• Vendor coordination: liaise with cleaners, maintenance, and office vendors; manage invoices/purchase orders.
• Administrative support: onboarding logistics for new hires, expense processing, general office requests.
• Culture & experience: plan and execute employee experience initiatives to strengthen in-office culture.

Skills

Interpersonal skills

Calendar management

Attention to detail

Multitasking

Professional communication

Collaboration across stakeholders

Education

High school diploma

Associate's or Bachelor's degree preferred

Tools

Microsoft Office / M365

Job description

IANS is seeking an Office Administrator to ensure smooth daily operations at our new Boston headquarters. You will manage office supplies, conference rooms, vendor coordination, and event support, while partnering with the EA/Office Manager and People team to create a welcoming, high-functioning workplace.

The role emphasizes on-site presence, coordinating interviews and visitor experiences, and supporting light admin tasks such as onboarding logistics and expense processing.