Office Manager

Boston Medical Center (BMC); Boston (MA); On-site; USD 56,000 - 78,500; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

403(b) match

Paid time off

Flexible Spending Accounts

Bonuses and merit increases

Job summary

Boston Medical Center (BMC) is seeking an Office Manager – Facilities Operations to coordinate day‑to‑day building operations, serve as the on‑site liaison between Facilities, Security, IT, and external vendors, and manage space and logistics for meetings and events. The role focuses on maintaining a safe, clean, and functional workplace in a fast-paced healthcare environment.

Primary responsibilities include supervising access, mail, and transportation services; maintaining documentation and

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• At least three years minimum experience in a similar office setting.
• Demonstrates strong organizational and communication skills.

Responsibilities

• Manage day‑to‑day building operations to maintain a safe, clean, functional, and compliant work environment; monitor maintenance requests and ensure safety standards.
• Serve as the primary on‑site liaison between occupants, Facilities leadership, Security, IT, Environmental Services, and external vendors; communicate updates and escalate issues.
• Coordinate conference room and shared space operations, including reservations, setup, A/V, and scheduling conflicts.
• Manage building access, security, mail, and transportation services with Security and Parking; oversee visitor management and badge access.
• Maintain operational documentation and supply inventory; manage logs, trackers, and reports; oversee office supplies.
• Oversee vendor coordination and performance to ensure timely completion and adherence to standards.
• Support on‑site logistics for meetings, events, and leadership visits, including space readiness and hospitality preparation.

Skills

Building operations

Facilities coordination

Office management

Organizational skills

Communication skills

Microsoft 365

Discretion/poise

Education

Bachelor’s degree

3+ years office experience

Tools

Microsoft 365

Job description

Manages and coordinates the administrative functions of the assigned department and area. Reports to a Vice President, Chairman, or Department Manager.

The Office Manager – Facilities Operations is responsible for the day‑to‑day management and coordination of building operations to ensure a safe, clean, efficient, and fully functional work environment for all occupants. This role serves as the primary on‑site liaison for Facilities, Security, IT, Environmental Services, and external vendors, overseeing the timely resolution of maintenance, safety, access, and operational issues across the building. The position manages conference room operations, space readiness, mail and package services, office supplies, vendor performance, and on‑site event logistics, while maintaining accurate tracking systems and operational documentation. Operating with a high degree of independence, this role triages and escalates issues as needed, ensures compliance with organizational safety and environmental standards, and supports emergency preparedness activities. The Office Manager has a direct impact on employee experience, operational continuity, and the overall functionality and reputation of the physical workplace environment.

Responsibilities

• Manages day‑to‑day building operations to maintain a safe, clean, functional, and compliant work environment; continuously monitors building conditions, triages and tracks all maintenance and repair requests through to resolution, and ensures adherence to hospital‑wide safety, environmental, and infection control standards. (30% of time)
• Serves as the primary on‑site liaison between building occupants, Facilities leadership, Security, IT, Environmental Services, and external vendors; communicates building updates, planned disruptions, and operational changes to relevant stakeholders, and escalates unresolved issues to appropriate teams in a timely manner. (20% of time)
• Coordinates conference room and shared space operations, including reservation management, room setup, A/V functionality, equipment readiness, and scheduling conflict resolution, to ensure optimal utilization of shared spaces on an ongoing basis. (15% of time)
• Manages building access, security, mail, and transportation services in coordination with Security and Parking; oversees visitor management, badge access, mail and package receipt and distribution, outgoing courier services, and employee and visitor parking needs. (15% of time)
• Maintains operational documentation and supply inventory; manages logs, trackers, and reports related to facilities requests, maintenance activity, and vendor performance; oversees office supply ordering to maintain appropriate stock levels and cost efficiency; and provides administrative reporting support as needed. (10% of time)
• Oversees vendor and service coordination, including cleaning, repairs, scheduled maintenance, and deliveries; monitors vendor performance to ensure work is completed on time and in accordance with building standards. (5% of time)
• Supports on‑site logistics for meetings, events, and leadership visits, including space readiness, room configuration, A/V setup, and hospitality preparation in advance of scheduled activities. (5% of time)

Education

• Bachelor’s degree or equivalent combination of education and experience;
• At least three years minimum experience in a similar office setting;
• Or equivalent combination of education and experience.

Knowledge, Skills, and Abilities (KSAs)

• Working knowledge of building operations, facilities coordination, and office management best practices, including the ability to identify and proactively address operational gaps.
• Strong organizational and coordination skills with high attention to detail and the ability to manage multiple workstreams simultaneously while maintaining accuracy and follow‑through.
• Demonstrated ability to triage issues, exercise sound judgment, elevate appropriately, and anticipate needs before issues arise to ensure timely resolution of operational concerns.
• Strong written and verbal communication skills with a professional customer service orientation, and the ability to interact effectively with staff, leadership, vendors, and external partners across diverse stakeholder groups.
• Proven ability to build working relationships across functions including Facilities, Security, IT, Environmental Services, and external vendors to support seamless operations.
• Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and comfort utilizing internal systems for work order tracking, space management, and reporting.
• Ability to maintain discretion, professionalism, and composure in a fast‑paced healthcare environment, including during urgent or high‑pressure situations.

Compensation Range

$56,000.00- $78,500.00

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market‑competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well‑being.

NOTE

This range is based on Boston‑area data, and is subject to modification based on geographic location.

Equal Opportunity Employer / Disabled / Veterans

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