Office Coordinator

Addison Group; Boston (MA); On-site; USD 52,000 - 68,000; Full time

Job summary

Addison Group is seeking an Office Coordinator to support recruiters, BDMs, and clients by organizing office operations and ensuring compliant paperwork. You will prioritize tasks, manage onboarding, and coordinate internal processes to keep teams efficient and compliant.

The role requires strong communication, organization, and proficiency with Microsoft Office, with the Office Coordinator working closely with the Vertical Administrative Manager and Branch Managers to maintain consistency

Qualifications

• Four-year degree or equivalent required.
• Professional oral and written communication skills required.
• Organized and detail-oriented approach.
• Proficient with Microsoft Office applications.

Responsibilities

• Meet and greet visitors in a professional manner.
• Answer and transfer inbound calls promptly.
• Coordinate interview rooms and testing computers to minimize wait times.
• Manage conference room calendars for smooth scheduling across groups.
• Assist with inbound/outbound mail and shipments.
• Verify and complete Form I-9s when applicable and maintain confidential candidate information.
• Handle candidate onboarding process and compliance tasks.
• Support candidate timecard processes and recruiter notifications.
• Maintain and clean up databases for contacts, candidates and companies.
• Assist with unemployment claims processing and cross-train for back-up roles.
• Communicate process changes from leadership and drive new initiatives.
• Coordinate group meetings and catering, travel, and materials.
• Provide reporting to managers and support new internal desk setups.
• Support candidate care initiatives and culture projects.

Skills

Professional communication

Organized & detail-oriented

Microsoft Office

Education

Four-year degree or equivalent

Job description

The Office Coordinator position plays a crucial role in the success of the internal staff within an office. Without the support of the Office Coordinator, the Recruiters and BDMs are not able to successfully meet with Clients, place Candidates on assignment, or ensure that all necessary legal paperwork is compliant. The successful candidate will understand the time-sensitive nature of the requests they receive, and have the ability to prioritize their day to maximize the effectiveness of the team members that they support. They will provide structure within an office to alleviate any additional workload from the management staff. This role will work closely with the Vertical Administrative Manager as well as Branch Managers within an office to ensure compliance, consistency, and efficiency across all channels.

Responsibilities:

• Meet and greet all visitors of the office in a professional and positive manner
• Answer and transfer inbound calls in a timely manner, ensuring short on-hold times
• Coordinate interview rooms and testing computers to ensure short wait times
• Coordinate conference room calendars to ensure smooth scheduling across multiple groups
• Assist with inbound and outbound mail and shipments
• Verify and complete Form I-9s, when applicable
• Maintain all confidential information for candidates, including Form I-9 documentation
• Type and word-process various documents and electronic information, including fee agreements or contracts, when applicable
• Manage all aspects of the candidate onboarding process and compliance, including initiation, candidate follow-up, and tracking
• Assist with the candidate timecard process including reporting, contacting candidates, and notifying recruiters
• Assist with database clean-up projects to ensure all contact, candidate, and company profiles are current
• Assist with completing unemployment claims
• Cross-train and serve as back-up for other administrative office roles, as needed
• Act as a liaison for the local teams by communicating changes to process and policy updates, as well as facilitating new initiatives driven by corporate departments, such as Marketing, Learning & Development, Finance, HR, Executive Assistants, Facilities, etc.
• Coordinate group meetings; provide support for any necessary detail – scheduling, booking conference rooms, food catering, transportation, materials
• Provide any requested reporting for managers within the office
• Assist with new internal employee desk set up
• Assist with candidate care initiatives, including birthday & anniversary cards and recognition weeks (Payroll Week, Admin Day, etc.)
• Spearhead internal culture projects, especially as directed by the VAM, Marketing, or local leadership team
• Maintain a clean office environment by partnering with housekeeping, taking personal initiative, or developing a plan with the local teams
• Provide consistent communication across the office to update process changes in timely manner
• Spearhead process improvement changes within the whole office or individual teams to gain further efficiencies in workload
• Point of contact for any escalated issues among staff, verticals, or vendors
• Conduct random audits to ensure consistency in our administrative process
• Maintain and order supplies for the office
• Regularly meet with Vertical Administrative Manager and local Branch Managers for any new policies, updates, or changes to any internal process
• Assist with ad hoc projects, as needed

Qualifications and Education Requirements

• Four-year degree or equivalent
• Professional oral and written communication skills
• Organized and detail-oriented
• Proficient with Microsoft Software

Individuals in this position work in a team environment, while being held accountable for meeting goals and deadlines. The Office Coordinator must be results-oriented with a high sense of urgency and ability to work with a variety of personalities. Addison Group will provide you with the necessary training and professional career development you need to succeed in this position.