Office Manager

firstPRO US; Massachusetts; On-site; USD 65,000 - 90,000; Full time

Job summary

firstPRO US is seeking an experienced Office Manager to oversee daily operations, serve as the primary contact for workplace requests, and ensure a professional, welcoming environment across a busy Massachusetts office.

You will coordinate conference room setups, manage supplies, collaborate with Facilities, IT and Security, and lead hospitality, events, and visitor management while maintaining confidentiality and high service standards.

Qualifications

• 5+ years in office management or related roles.
• Experience supporting a professional, fast-paced office environment; biotech/pharma experience preferred.
• Strong customer service and hospitality focus.
• Excellent organizational skills with ability to multitask.
• Attention to detail and anticipation of office and employee needs.
• Excellent verbal and written communication.
• Ability to interact professionally with employees, executives, vendors, and visitors.
• Experience coordinating meetings, events, catering, and vendor relationships.
• Proficiency in Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint).
• Discretion and confidentiality when handling sensitive information.

Responsibilities

• Oversee daily office operations and serve as the primary contact for employee workplace requests and general office needs.
• Ensure the office is organized, professional, welcoming, and fully operational.
• Regularly inspect conference rooms, kitchens, breakrooms, and common areas to ensure they are clean, organized, and properly maintained.
• Coordinate conference room setups for meetings, interviews, presentations, and company events.
• Manage office supplies, inventory, purchasing, and routine ordering.
• Work closely with Facilities, IT, Security, and other internal departments to address office-related needs.
• Identify opportunities to improve office efficiency and the overall employee experience.
• Oversee office snacks, beverages, coffee services, and kitchen supplies.
• Coordinate employee lunches, catering, and food arrangements for meetings and company events.
• Communicate with catering, coffee, and hospitality vendors to ensure consistent service.
• Maintain clean, organized, and well-stocked kitchens, breakrooms, and shared spaces.
• Assist with organizing and coordinating company meetings, employee events, celebrations, and onsite activities.
• Manage event logistics, including catering, room reservations, seating arrangements, supplies, signage, and equipment.
• Coordinate with internal teams to ensure meetings and events are properly prepared.
• Provide onsite support during important meetings and events, including setup and cleanup.
• Welcome and assist visitors, candidates, business partners, vendors, and executive guests.
• Coordinate visitor registration, arrival instructions, and building access.
• Manage employee and contractor badge requests and access in coordination with Facilities and Security.
• Assist with visitor escorts and ensure established visitor and security procedures are followed.
• Coordinate office preparations for executive meetings and VIP visitors.
• Manage relationships and daily communications with office vendors, including catering, coffee services, cleaning, and office supply providers.
• Monitor vendor performance and address any service-related issues.
• Assist with purchase orders, invoice processing, expense tracking, and other administrative responsibilities.

Skills

Office management

Hospitality

Facilities coordination

Executive support

Customer service

Event coordination

Vendor management

Tools

Microsoft Office

Job description

• Oversee daily office operations and serve as the primary contact for employee workplace requests and general office needs.
• Ensure the office is organized, professional, welcoming, and fully operational.
• Regularly inspect conference rooms, kitchens, breakrooms, and common areas to ensure they are clean, organized, and properly maintained.
• Coordinate conference room setups for meetings, interviews, presentations, and company events.
• Manage office supplies, inventory, purchasing, and routine ordering.
• Work closely with Facilities, IT, Security, and other internal departments to address office-related needs.
• Identify opportunities to improve office efficiency and the overall employee experience.

Hospitality & Food Services

• Oversee office snacks, beverages, coffee services, and kitchen supplies.
• Coordinate employee lunches, catering, and food arrangements for meetings and company events.
• Communicate with catering, coffee, and hospitality vendors to ensure consistent service.
• Maintain clean, organized, and well-stocked kitchens, breakrooms, and shared spaces.

Meetings & Event Coordination

• Assist with organizing and coordinating company meetings, employee events, celebrations, and onsite activities.
• Manage event logistics, including catering, room reservations, seating arrangements, supplies, signage, and equipment.
• Coordinate with internal teams to ensure meetings and events are properly prepared.
• Provide onsite support during important meetings and events, including setup and cleanup.

Visitor Management & Badging

• Welcome and assist visitors, candidates, business partners, vendors, and executive guests.
• Coordinate visitor registration, arrival instructions, and building access.
• Manage employee and contractor badge requests and access in coordination with Facilities and Security.
• Assist with visitor escorts and ensure established visitor and security procedures are followed.
• Coordinate office preparations for executive meetings and VIP visitors.
• Manage relationships and daily communications with office vendors, including catering, coffee services, cleaning, and office supply providers.
• Monitor vendor performance and address any service-related issues.
• Assist with purchase orders, invoice processing, expense tracking, and other administrative responsibilities.

Qualifications & Requirements

• 5+ years of experience in office management, workplace services, hospitality, facilities coordination, executive support, or a similar role.
• Experience supporting a professional, fast-paced office environment. Biotechnology, pharmaceutical, or life sciences experience is preferred.
• Strong customer service skills and a hospitality-focused approach.
• Excellent organizational skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and the ability to anticipate office and employee needs.
• Excellent verbal and written communication skills.
• Ability to interact professionally with employees, senior executives, candidates, vendors, and visitors.
• Previous experience coordinating meetings, company events, catering, and vendor relationships.
• Proficiency in Microsoft Office, including Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.