Office Administrator

Product Insight, Inc.; Boxborough (MA); On-site; USD 45,000 - 130,000; Full time

Job summary

A leading design-driven engineering firm is seeking a proactive Office Administrator to ensure smooth day-to-day operations. The role involves front desk management, office support, and administrative tasks, requiring strong organizational skills and a customer service mindset. Join a diverse team committed to innovative solutions and a collaborative environment.

Qualifications

• 2+ years of office administration experience in a fast-paced environment.
• Strong verbal and written communication skills.

Responsibilities

• Welcome visitors and maintain the visitor log.
• Assist Finance with data entry and light AP/AR tasks.
• Prepare desks and supplies for new hires.

Skills

Communication

Organizational

Customer Service

Education

Associate’s or Bachelor’s degree

Tools

Microsoft Office Suite

QuickBooks

Job description

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Product Insight is a design-driven engineering firm serving companies committed to human-centered development of the technical products that will power a better world.

For us, assembling, growing, and evolving an exceptional team is paramount. Our whole company is our development team, they are the value we bring to clients. We excel at creating innovative solutions to intricate technical challenges across various industries, delivering life-saving therapies, enhancing workplace safety and productivity, transforming operational models, and shaping the future of transportation.

We are seeking a well-organized, proactive Office Administrator to join our team full-time. Reporting to the Senior Operations Manager, this role is responsible for the smooth day-to-day functioning of our office and front desk operations. The ideal candidate is resourceful, detail-oriented, and enjoys supporting an organization of diverse people and projects.

Responsibilities

Front Desk & Reception

• Welcome visitors and notify employees of guest arrivals
• Maintain the visitor log and issue badges as needed
• Receive and distribute mail and deliveries
  
  

Office and Facilities Support

• Submit and track building work orders for janitorial, maintenance, temperature control, security, and access card issues
• Maintain inventory of office and kitchen supplies; submit and track orders
• Keep supply areas neat and organized
• Oversee general kitchen daily tasks, including coordinating service calls
• Employee Experience & Event Support
• Prepare desks and supplies for new hires; coordinate Day 1 logistics and welcome
• Assist with internal events (e.g. breakfasts, happy hours, Lunch & Learns), including scheduling, catering orders, and room setup/breakdown
• Conduct regular office walkthroughs to ensure readiness and cleanliness of shared spaces
  
  

Administrative & Finance Support

• Assist Finance with data entry and light AP/AR tasks (e.g., invoice processing)
• Draft and send internal communications as needed
• Support general administrative tasks across departments, including IT and HR
  
  

Qualifications

• 2+ years of office administration experience, preferably in a fast-paced or professional services environment
• Some college coursework required; Associate’s or Bachelor’s degree preferred
• Proficient in Microsoft Office Suite (especially Outlook, Excel, and Word); comfortable learning new software
• Experience with QuickBooks or similar tools a plus
• Strong verbal and written communication skills, with an emphasis on clarity and professionalism
• Meticulous attention to detail, with strong organizational and multitasking ability
• Customer service mindset and collaborative spirit
  
  

At Product Insight, we aim to be a place where a diverse mix of talented individuals want to come, stay, and contribute their best work. We take pride in delivering top-tier products to the market, recognizing that achieving this goal necessitates a team reflecting the diversity of our world. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, or veteran status.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Design Services

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