Office Coordinator

DN LLC; Wakefield (MA); On-site; USD 41,000 - 52,000; Full time

Benefits offered by this job

401(k) match

Medical coverage

Dental coverage

Vision coverage

Flexible Spending Account

Life insurance

Paid time off

Half-day Fridays

Parental leave

EAP

Tuition reimbursement

Gym reimbursement

Career growth

Job summary

DN LLC in Wakefield, MA is seeking a detail-oriented Reception & Administrative Specialist to support daily office operations. You will warmly welcome visitors, screen calls, manage sign-ins, and handle mail distribution, ensuring a professional front-desk presence.

Responsibilities include coordinating office supplies, budgets, travel arrangements, meetings, and PowerPoint materials for regional leadership teams. Strong organizational and communication skills are essential for success.

Qualifications

• 3–5 years of experience in office administration, executive support, or related field.
• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Strong organizational and time-management skills with attention to detail.
• Experience coordinating meetings, events, travel, and related logistics.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Welcome visitors, clients, and vendors in a professional and friendly manner.
• Answer, screen, and direct incoming telephone calls and inquiries.
• Manage visitor sign-in procedures and notify employees of guest arrivals.
• Receive, sort, and distribute incoming mail and packages.
• Manage inventory and ordering of office, kitchen, breakroom, restroom, cleaning, and shipping supplies.
• Maintain postage equipment and office resources.
• Ensure common areas, conference rooms, kitchens, and shared spaces are organized, stocked, and presentable.
• Coordinate office meals, catering, employee hospitality, and workplace events.
• Administer office budgets by tracking expenditures, reconciling invoices, monitoring spending against budget, and identifying variances to support effective financial planning and fiscal accountability.
• Coordinate travel accommodations, including hotel recommendations and lodging arrangements for regional leaders and visitors.
• Support the Regional Leadership Team (RLT), Regional Giving Committee (RGC), Events Committee, and other company meetings by coordinating meeting logistics, preparing PowerPoint presentations and materials, and documenting follow-up actions as needed.
• Prepare and maintain quarterly update PowerPoint presentations
• Provide administrative support for regional initiatives, special projects, and day-to-day operational requests.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Professionalism

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

Our culture is rooted in a shared vision —to help keep the world’s most precious resource safe— and in the core values that guide us in pursuing this vision and delivering on our mission to clients.

We provide the highest quality liquid storage design and construction services at the best long-term value with an unrivaled customer experience. We have built over 3,500 pre-stressed concrete liquid storage tanks over the past 90 years around the country and world, as a result we have become the leader in the industry when it comes to quality and innovation.

Primary Responsibilities

Reception & Customer Service

• Welcome visitors, clients, and vendors in a professional and friendly manner.
• Answer, screen, and direct incoming telephone calls and inquiries.
• Manage visitor sign-in procedures and notify employees of guest arrivals.
• Receive, sort, and distribute incoming mail and packages.

Office Operations

• Manage inventory and ordering of office, kitchen, breakroom, restroom, cleaning, and shipping supplies.
• Maintain postage equipment and office resources.
• Ensure common areas, conference rooms, kitchens, and shared spaces are organized, stocked, and presentable.
• Coordinate office meals, catering, employee hospitality, and workplace events.
• Administer office budgets by tracking expenditures, reconciling invoices, monitoring spending against budget, and identifying variances to support effective financial planning and fiscal accountability.

Facilities & Vendor Management

• Serve as the primary point of contact for building management and office vendors.
• Coordinate janitorial services, landscaping, pest control, and facility maintenance, including HVAC, plumbing, electrical, and general office repairs.
• Review and process office-related invoices and maintain vendor relationships and service records.

Administrative & Executive Support

• Coordinate travel accommodations, including hotel recommendations and lodging arrangements for regional leaders and visitors.
• Support the Regional Leadership Team (RLT), Regional Giving Committee (RGC), Events Committee, and other company meetings by coordinating meeting logistics, preparing PowerPoint presentations and materials, and documenting follow-up actions as needed.
• Prepare and maintain quarterly update PowerPoint presentations
• Provide administrative support for regional initiatives, special projects, and day-to-day operational requests.

Qualifications

• 3–5 years of experience in office administration, executive support, business operations, or a related field.
• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and follow-up activities with attention to detail.
• Experience coordinating meetings, events, travel, lodging, calendars, and related logistics, including preparation of presentations and meeting materials.
• Strong written and verbal communication skills with the ability to interact professionally with employees, leadership, vendors, and external partners.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience supporting office operations, including vendors, facilities, supplies, purchasing, and workplace services.
• Professionalism, discretion, and initiative, with the ability to work independently, anticipate needs, maintain confidentiality, provide excellent customer service, and build effective relationships across all levels of the organization.

Total Rewards

• Competitive base compensation plus eligibility for DN’s annual incentive bonus program
• 401(k) retirement plan consisting of a 100% employer match on the first 6% of employee contributions and an additional 3% Safe Harbor company contribution
• Medical coverage effective on date of hire, with DN covering 80%–85% of premiums depending on plan selection
• Dental coverage effective on date of hire, with DN covering 75% of premiums
• Voluntary vision coverage effective on date of hire
• Flexible Spending Account options for eligible medical, dental and dependent-care expenses
• Company-paid life insurance, accidental death & dismemberment coverage, and long-term disability coverage
• Paid time off starting at 16 days annually, increasing with tenure, plus 9 paid holidays each year
• Half-day Fridays between July 4 and Labor Day
• Paid parental leave for birth mothers and spouses or committed partners
• Employee Assistance Program available at no cost to employees and household members for work/life support
• Tuition reimbursement
• Gym reimbursementEmployee referral incentive program
• Career growth, internal mobility and professional development opportunities within a stable, purpose-driven company

$29.50 - $37.50 an hour

DN is An Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other federally protected class. All employment is decided on the basis of qualifications, merit, and business need.