Office Administrator

Groe Advisors LLC; Waltham (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

Groe Advisors LLC is seeking an Office Administrator to support daily workplace operations, including handling calls, coordinating facilities services, and ensuring spaces remain organized and well-equipped.

The role requires strong organization, customer focus, and the ability to multitask in a fast-paced environment while contributing to a positive employee experience.

Qualifications

• High School Diploma or equivalent required.
• Associate’s Degree+ preferred.
• 2+ years of experience in an office coordination, administrative support, workplace services, facilities support, or customer service role.
• Experience handling high-volume phone communications in a professional environment.

Responsibilities

• Answer, screen, and appropriately route incoming calls.
• Maintain phone directories, contact lists, call routing information, and procedures.
• Coordinate conference room scheduling and meeting support.
• Assist with employee offboarding activities and workspace turnover.
• Support workplace initiatives, employee events, and special projects.

Skills

Highly organized

Customer-focused

Multitasking

Effective communicator

Education

High School Diploma or equivalent

Associate’s Degree+

Tools

Microsoft Office

Job description

The Office Administrator supports daily workplace operations by managing incoming calls, supporting office services, maintaining workplace resources, and assisting employees with office and facilities-related requests. This role serves as a key point of contact for internal and external stakeholders, ensuring communications are handled efficiently and workplace spaces remain organized, functional, and well-supported.

The ideal candidate is highly organized, customer-focused, able to multitask in a fast-paced environment, and committed to providing exceptional service while supporting a positive employee experience.

Communications Support

• Answer, screen, and appropriately route incoming calls.
• Determine the nature and urgency of inquiries and direct callers to the appropriate departments or personnel.
• Assist caller’s inquiries by coordinating with appropriate teams.
• Maintain phone directories, contact lists, call routing information, and procedures.
• Maintain call logs and other communication records as required.
• Follow established processes for handling Adverse Event (AE) and Product Complaint (PC) reports.
• Route regulatory agency calls according to established escalation procedures and call trees.
• Continuously review and improve communication processes and procedures.

Workplace & Facilities Support

• Support new employees by preparing workspaces and providing necessary office supplies.
• Assist with employee offboarding activities, including workspace turnover and organization.
• Support employee office and workstation moves.
• Support maintaining copy rooms, ensuring supplies are stocked and areas remain clean and organized.
• Ensure conference rooms and collaboration spaces are clean, functional, and fully equipped.
• Assist with plotter and large-format printing requests.
• Create, print, and post workplace signage as needed.
• Respond to and coordinate facilities-related service requests.
• Support workplace initiatives, employee events, and special projects.
• Coordinate conference room scheduling and meeting support.
• Assist with meeting and event setup, preparation, and breakdown.

Qualifications

• High School Diploma or equivalent required. Associate’s Degree+ preferred.
• Proficient in Microsoft Office or equivalent suite.
• 2+ years of experience in an office coordination, administrative support, workplace services, facilities support, or customer service role.
• Experience handling high-volume phone communications in a professional environment.

Schedule Requirements

• On-site role during standard business hours 8:00 AM to 5:00 PM.