Office Coordinator

Syntax Talent Solutions; Boston (MA); On-site; USD 42,000 - 62,000; Full time

Job summary

Syntax Talent Solutions is seeking an organized Office Coordinator in Boston to keep the daily operations running smoothly. You will support teams across the business with administrative and logistical needs, serve as the go-to for office queries, and help maintain a professional, welcoming environment for staff and visitors.

You will oversee front-desk tasks, greet guests, and assist with onboarding and events while coordinating with facilities and vendors to address maintenance issues as they

Qualifications

• Requires proven experience in office administration or coordination.
• Strong organisational and time-management skills.
• Experience with conference room booking and vendor coordination.

Responsibilities

• Coordinate day-to-day office operations, including opening/closing and supplies management.
• Oversee conference room scheduling, set-up, and turnover.
• Primary contact for facilities issues with building management and vendors.
• Provide administrative support: data entry, mail handling, and document prep.
• Greet visitors, manage reception duties, and maintain a professional first impression.
• Support internal meetings and events logistics and refreshments as needed.
• Monitor and enforce office procedures for safety and efficiency.
• Assist onboarding logistics for new employees, including workspace setup and access.

Skills

Office administration

Attention to detail

Calendar management

Communication skills

Independent worker

Vendor management

Event support

Office software

Education

High school diploma

Associate/Bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

Job description

Step into a pivotal role at a growing Boston-based organisation where you'll be the central point of coordination for the office, ensuring everything runs smoothly day-to-day. This is an opportunity to combine your organisational skills, attention to detail, and people-focused approach to create a professional, efficient, and welcoming environment for staff and visitors alike.

About the Role:

As the Office Coordinator, you will oversee the daily operations of the office, ensuring a well-organised, fully functional workspace. You will support teams across the business with administrative and logistical needs, acting as the go-to person for office-related queries. Your work will have a direct impact on productivity, employee experience, and the overall professionalism of the office environment.

Key Responsibilities:

• Coordinate day-to-day office operations, including opening/closing procedures, supplies management, and general upkeep.
• Oversee conference room scheduling, set-up, and turnover to ensure meetings run smoothly and spaces are presentable.
• Serve as the primary point of contact for facilities-related issues, liaising with building management and vendors for maintenance and repairs.
• Provide administrative support such as document preparation, data entry, filing, and handling incoming and outgoing mail and packages.
• Greet and assist visitors, manage reception duties, and ensure a professional first impression for clients and guests.
• Support internal meetings and events by arranging logistics, materials, and refreshments as needed.
• Monitor and enforce office procedures and standards to maintain a safe, organised, and efficient work environment.
• Assist with onboarding logistics for new employees, including workspace set-up, access badges, and office orientation.

Key Requirements:

• Proven experience in office administration, office coordination, or a similar administrative role.
• Strong attention to detail with the ability to manage multiple tasks and priorities accurately and on time.
• Demonstrated experience managing office operations and coordinating facilities-related activities.
• Proficiency with standard office software (e.g., Microsoft Office or Google Workspace) and office equipment.
• Excellent organisational and time management skills with a focus on follow-through.
• Strong written and verbal communication skills and a professional, customer-focused approach.
• Ability to work independently, take initiative, and solve routine problems with minimal supervision.
• Experience managing conference room booking systems or calendar tools.
• Previous exposure to vendor management and basic contract or invoice coordination.
• Familiarity with health, safety, and security procedures within an office environment.
• Experience supporting team events, meetings, or company-wide initiatives.

Qualifications:

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Business Administration, Office Management, or a related field preferred.
• Any relevant administrative, office management, or facilities coordination certifications considered an advantage.

If you are a highly organised, detail-oriented professional who enjoys keeping an office running at its best, this role offers a strong platform to make a visible impact.