Office Administrator / Front Desk Coordinator NEW

Dutech Systems Inc.; Boston (MA); On-site; USD 42,000 - 60,000; Full time

Job summary

Dutech Systems in Boston, MA is seeking an Office Administrator to manage daily operations, greet staff and visitors, and support front desk activities. The role focuses on delivering excellent customer service both by phone and in person.

The position involves handling administrative tasks, coordinating mail and supplies, and maintaining a safe, organized office environment. A proactive, friendly approach is essential for success.

Responsibilities

• Manage daily office operations and ensure smooth and efficient office processes.
• Handle reception and front desk responsibilities, greeting and assisting staff, visitors, and vendors.
• Provide exceptional customer service through phone calls and in-person interactions.
• Perform general administrative tasks, including ordering office supplies, inventory management, filing, and organizing.
• Monitor and prioritize incoming phone calls and emails.
• Manage incoming and outgoing mail, ensuring timely entry into the in-house contact management system.
• Maintain office supplies, equipment, and services for common areas.
• Review daily temperature reports and recommend adjustments to maintain thermal comfort.
• Monitor the office reservation system and ensure staff compliance with daily check-in procedures.
• Follow up on outstanding check-ins and maintain accurate reservation rosters to support emergency evacuation protocols.
• Maintain clean, comfortable, safe, and secure office common areas.
• Coordinate and manage weekly cleaning schedules and activities.
• Serve as the primary liaison with the landlord's building management and security teams.
• Submit, monitor, and follow up on maintenance and facility work orders through the landlord's building management system.

Job description

Key Responsibilities

• Manage daily office operations and ensure smooth and efficient office processes.
• Handle reception and front desk responsibilities, greeting and assisting staff, visitors, and vendors.
• Provide exceptional customer service through phone calls and in-person interactions.
• Perform general administrative tasks, including ordering office supplies, inventory management, filing, and organizing.
• Monitor and prioritize incoming phone calls and emails.
• Manage incoming and outgoing mail, ensuring timely entry into the in-house contact management system.
• Maintain office supplies, equipment, and services for common areas.
• Review daily temperature reports and recommend adjustments to maintain thermal comfort.
• Monitor the office reservation system and ensure staff compliance with daily check-in procedures.
• Follow up on outstanding check-ins and maintain accurate reservation rosters to support emergency evacuation protocols.
• Maintain clean, comfortable, safe, and secure office common areas.
• Coordinate and manage weekly cleaning schedules and activities.
• Serve as the primary liaison with the landlord's building management and security teams.
• Submit, monitor, and follow up on maintenance and facility work orders through the landlord's building management system.