Office Manager (6+ Month Contract)

firstPRO US; Cambridge (MA); Presencial; USD 70.000 - 100.000; Jornada completa

Descripción de la vacante

firstPRO US is seeking a Workplace Services Manager to coordinate office operations, hospitality, and meeting logistics. This hands-on role balances scheduled activities with unexpected requests and partners with Facilities, IT, and Security to keep the office running smoothly.

You will manage supplies, catering, badges, and onboarding support for employees and contractors, while providing high-quality administrative assistance to leaders and staff.

Formación

• At least five years of relevant experience in office operations, workplace services, hospitality, facilities coordination, or executive support.
• Experience supporting a busy professional office with shifting priorities.
• Strong organizational skills, attention to detail, and consistent follow-through.
• A service-focused approach and the initiative to address needs before they become problems.
• Experience coordinating vendors, catering, meetings, and events.
• Clear written and verbal communication skills and confidence working with senior leaders, employees, and external guests.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to handle confidential information with discretion and exercise sound judgment.
• Availability to work onsite in Cambridge Monday through Friday, with occasional flexibility for meetings or events outside standard business hours.

Responsabilidades

• Oversee daily office services, respond to employee requests, and resolve operational issues in partnership with Facilities, IT, and Security.
• Check shared spaces regularly to ensure meeting rooms, kitchens, and common areas are organized, stocked, and ready for use.
• Manage office supply inventory, replenishment, and routine purchasing.
• Coordinate food and beverage programs, including coffee service, snacks, employee meals, and meeting catering.
• Organize logistics for onsite meetings, interviews, employee gatherings, and leadership visits, including room arrangements, materials, signage, catering, and cleanup.
• Welcome guests and coordinate registration, building access, escorts, and arrival arrangements.
• Administer employee and contractor badges in coordination with the appropriate internal teams.
• Serve as the daily contact for office service providers, address service concerns, and monitor follow-through.
• Assist with purchase orders, invoices, expenses, and related administrative records.
• Provide general administrative and executive support as needed.
• Recommend practical improvements to office processes and services.

Conocimientos

Office operations

Hospitality

Facilities coordination

Executive support

Vendor management

Communication

MS Office

Herramientas

Microsoft Outlook

Teams

Word

Excel

PowerPoint

Descripción del empleo

Duration: 6+ Month Contract

Position Overview

Our client is seeking a Workplace Services Manager to coordinate office operations and deliver responsive support to employees, leadership, and guests. This is a hands-on position covering office services, meeting logistics, hospitality, vendor relationships, and administrative support.

The ideal candidate is comfortable balancing scheduled activities with unexpected requests, anticipating what others need, and taking ownership of the details that keep an office running efficiently.

Key Responsibilities

• Oversee daily office services, respond to employee requests, and resolve operational issues in partnership with Facilities, IT, and Security.
• Check shared spaces regularly to ensure meeting rooms, kitchens, and common areas are organized, stocked, and ready for use.
• Manage office supply inventory, replenishment, and routine purchasing.
• Coordinate food and beverage programs, including coffee service, snacks, employee meals, and meeting catering.
• Organize logistics for onsite meetings, interviews, employee gatherings, and leadership visits, including room arrangements, materials, signage, catering, and cleanup.
• Welcome guests and coordinate registration, building access, escorts, and arrival arrangements.
• Administer employee and contractor badges in coordination with the appropriate internal teams.
• Serve as the daily contact for office service providers, address service concerns, and monitor follow-through.
• Assist with purchase orders, invoices, expenses, and related administrative records.
• Provide general administrative and executive support as needed.
• Recommend practical improvements to office processes and services.

Qualifications

• At least five years of relevant experience in office operations, workplace services, hospitality, facilities coordination, or executive support.
• Experience supporting a busy professional office with shifting priorities.
• Strong organizational skills, attention to detail, and consistent follow-through.
• A service-focused approach and the initiative to address needs before they become problems.
• Experience coordinating vendors, catering, meetings, and events.
• Clear written and verbal communication skills and confidence working with senior leaders, employees, and external guests.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to handle confidential information with discretion and exercise sound judgment.
• Availability to work onsite in Cambridge Monday through Friday, with occasional flexibility for meetings or events outside standard business hours.