Office Coordinator

Jewish Family & Children's Service, Greater Boston; Waltham (MA); On-site; USD 42,000 - 64,000; Full time

Job summary

Jewish Family & Children's Service in Waltham seeks an Office Coordinator to keep operations smooth, welcoming, and well‑organized. This on‑site role supports our headquarters and collaborates with staff, clients, visitors, and vendors to advance our mission.

You will lead front desk and facilities functions, supervise the Receptionist and Facilities Assistant, and handle a range of everyday tasks. The role also covers project coordination, HR/IT collaboration, and occasional after‑hours

Qualifications

• 3-5 years of experience in office administration, operations, customer service, or a related field.
• Strong organizational skills and the ability to manage multiple priorities in a busy office.
• Ability to take initiative, solve problems, and follow through with minimal supervision.
• Strong communication and customer service skills, with the ability to build positive relationships with staff, visitors, vendors, and community partners.
• Experience coordinating projects, tracking deadlines, and working across departments to complete key tasks.
• Flexible, calm, and responsive when priorities shift or unexpected issues arise.
• Proficiency with Microsoft Office and comfort learning new technology, databases, and office systems.
• Prior supervisory, team lead, or staff coordination experience preferred, but not required.

Responsibilities

• Own day-to-day office operations—proactively managing administrative systems, anticipating operational needs, and implementing process improvements that keep staff productive and clients well supported.
• Coordinate facilities-related projects and priorities, including building maintenance, repairs, inspections, permits, vendor relationships, and emergency preparedness activities.
• Lead and support the office staff with flexibility and composure, ensuring reliable coverage, high-quality customer service, and responsive handling of both routine needs and unexpected issues.
• Provide approximately 15 hours per week of front-desk coverage, creating a welcoming first point of contact for staff, clients, and visitors while managing calls, lobby traffic, and front-office security.
• Coordinate with HR, IT and Fiscal on office-related needs, including staffing logistics, office space planning, and staff support.

Skills

Office administration

Customer service

Organization

Communication

Project coordination

Supervisory experience

Tech-savvy

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Are you someone who enjoys keeping operations running smoothly, solving problems, and creating a welcoming, well-organized workplace? Jewish Family & Children's Service is seeking a proactive and service-oriented Office Coordinator to support our Waltham headquarters and help advance our mission of strengthening individuals, families, and communities.

This on-site role is based in Waltham, with regular interaction with staff, clients, visitors, and vendors. Additionally, limited travel to other JF&CS locations and being available after hours for maintenance emergencies may be required. As our Office Coordinator, you will serve as the operational hub of the office, partnering with staff, vendors, visitors, and leadership to keep the workplace efficient, welcoming, and well-maintained. This role provides operational leadership for the front desk and facilities functions, including supervision of the Receptionist, Facilities Assistant, and temporary Front Desk Staff. This role is a strong fit for someone who enjoys independence, variety, project coordination, and hands‑on problem-solving in a mission-driven environment.

In this visible, hands‑on role, you will:

• Own day-to-day office operations— proactively managing administrative systems, anticipating operational needs, and implementing process improvements that keep staff productive and clients well supported
• Coordinate facilities‑related projects and priorities, including building maintenance, repairs, inspections, permits, vendor relationships, and emergency preparedness activities
• Lead and support the office staff with flexibility and composure, ensuring reliable coverage, high-quality customer service, and responsive handling of both routine needs and unexpected issues
• Provide approximately 15 hours per week of front-desk coverage, creating a welcoming first point of contact for staff, clients, and visitors while managing calls, lobby traffic, and front-office security
• Coordinate with HR, IT and Fiscal on office-related needs, including staffing logistics, office space planning, and staff support

About JF&CS

For more than 150 years, Jewish Family & Children's Service has been helping individuals and families build a strong foundation for resilience and well-being. We intentionally serve and employ people of ALL faiths, backgrounds, cultures, and abilities.

We have a strong culture of professional development, work-life balance, and promotion from within.

JF&CS is an equal opportunity employer who serves and employs people of all cultures and faith traditions. Employment opportunities are available to all without regard for race, color, national or ethnic origin, religion, age, sex, gender, gender identity and expression, sexual orientation, marital status, veteran status, or disability.

Qualifications, Skills, and Experience

• 3-5 years of experience in office administration, operations, customer service, or a related field
• Strong organizational skills and the ability to manage multiple priorities in a busy office environment
• Ability to take initiative, solve problems, and follow through with minimal supervision
• Strong communication and customer service skills, with the ability to build positive relationships with staff, visitors, vendors, and community partners
• Experience coordinating projects, tracking deadlines, and working across departments to complete key tasks
• Flexible, calm, and responsive when priorities shift or unexpected issues arise
• Proficiency with Microsoft Office and comfort learning new technology, databases, and office systems
• Prior supervisory, team lead, or staff coordination experience preferred, but not required

Individuals re-entering the workforce are warmly welcomed.

We recognize that strong candidates may not meet every listed qualification. Applicants who do not meet all stated qualifications are invited to submit a cover letter describing how their background, training, and experience have prepared them to successfully perform the responsibilities of this position.