Office Coordinator

Bertolino Foods, Inc.; Peabody (MA); On-site; USD 42,000 - 62,000; Full time

Job summary

Bertolino Foods, Inc. is seeking an Office Coordinator in Peabody, MA to be the primary contact for the front office and to support day-to-day coordination of office operations.

The role manages the main phone line, greets visitors, and ensures a professional, welcoming lobby, while coordinating meeting rooms, travel, mail, supplies, and vendor interactions. The ideal candidate is organized, proactive, and comfortable interacting with employees, visitors, vendors, and leadership, taking

Qualifications

• Experience coordinating front-office operations and meeting logistics.
• Strong organizational and communication skills.
• Professional and approachable with vendors, employees, and leadership.
• Ability to manage calendars, travel logistics, and administrative tasks.

Responsibilities

• Manage the company's main phone line and front-desk presence, greeting visitors and directing inquiries.
• Coordinate meeting room calendars, arrange seating, tech needs, and catering as needed.
• Receive mail and deliveries, manage office supplies, and vendor relationships.
• Book travel and assist with event planning and room setup for meetings and company events.
• Prepare presentations, reports, and other administrative materials; support department leaders and cross-functional teams.

Skills

Front desk etiquette

Communication skills

Organizational skills

Initiative

Job description

POSITION SUMMARY

The Office Coordinator serves as the primary point of contact for the company's front office and supports the day-to-day coordination of office operations. This position manages the company's main phone line and visitor experience while coordinating meeting rooms, mail, office supplies, travel, and other administrative needs. The Office Coordinator also provides administrative and project support to department leaders and cross-functional teams. The ideal candidate is professional, approachable, organized, and comfortable interacting with employees, visitors, vendors, and leadership. This role is well suited for someone who takes initiative, enjoys supporting others, and is interested in developing broader office management and administrative experience.

KEY RESPONSIBILITIES

Front Office & Reception

• Independently manage the company's main phone line, including answering, screening, and routing incoming calls accurately and professionally.
• Greet and acknowledge visitors, vendors, candidates, and employees promptly and maintain a professional and welcoming front-desk presence.
• Communicate clearly, confidently, and courteously with callers and visitors and assist with general inquiries or direct individuals to the appropriate contact.
• Sign in visitors in accordance with company policy and promptly notify appropriate staff of arrivals.
• Maintain consistent front-desk and phone coverage during business hours and coordinate coverage when away from the reception area.
• Maintain a clean, organized, and presentable lobby and reception area.

Meeting & Conference Room Coordination

• Manage the meeting and conference room calendar, resolving scheduling conflicts.
• Prepare rooms ahead of meetings, including seating, technology, and supplies.
• Support meeting and visitor logistics, including catering or refreshment needs as requested.
• Coordinate room needs across departments, including executive and leadership team meetings.

Office, Mail & Supply Management

• Monitor and replenish office, conference room, meeting room, and test kitchen supplies and place and track orders as needed.
• Receive incoming deliveries and mail and manage incoming/outgoing mail and package distribution.
• Support the administrative team with shipping, outbound mail, and daily office services, including overflow projects.
• Coordinate general office maintenance needs with building and vendor contacts.
• Manage relationships with office vendors, including ordering, service coordination, and issue resolution.
• Proactively identify routine office needs and follow through to completion.

Travel & Event Coordination

• Book business travel and prepare organized travel itineraries for staff.
• Assist with planning and logistics for meetings, workshops, and company events.
• Coordinate room reservations, catering, media/IT needs, supplies, and presentation materials as appropriate.
• Assist with creating organized, welcoming, and professional meeting and event spaces, including room setup, displays, and presentation materials.

Administrative Support

• Coordinate internal and cross-functional meetings, including scheduling, agendas, materials, and follow-up items.
• Prepare presentations, reports, correspondence, and other administrative materials.
• Maintain organized records and internal resources.
• Provide administrative support to department leaders and cross-functional teams based on business needs, while maintaining responsibility for core front-office functions.
• Support special projects, strategic initiatives, and process improvements as assigned.
• Handle confidential and sensitive information with professionalism and discretion.
• Perform other administrative and office coordination duties as assigned.