Office Operations Coordinator

Cruz Management Company Inc; Boston (MA); On-site; USD 25,000 - 39,000; Full time

Job summary

Cruz Management Company Inc in Boston seeks an Office Operations Coordinator to bring order and efficiency to a multi-site office. You will coordinate supplies, manage vendors, and support IT and maintenance teams while keeping guest experiences smooth.

Spanish language proficiency is strongly preferred due to tenant and vendor needs. The role also covers front desk coverage, SOP development, and back-office support to ensure timely, confidential handling of information.

Qualifications

• High school diploma or equivalent; Associate or Bachelor's degree preferred.
• Prior administrative or front desk experience preferred.
• Bilingual in Spanish and English strongly preferred.
• Strong organizational skills and ability to manage multiple priorities.
• Discretion and confidentiality with sensitive information.
• Able to coordinate across departments and with vendors.
• Reliable, flexible, and able to cover varied tasks.
• Proficient with standard office software.
• Strong written documentation skills.

Responsibilities

• Coordinate office operations: manage supplies, mail, and vendor service.
• Serve as liaison between IT and Maintenance staff.
• Support event planning and general administrative tasks.
• Provide front desk coverage and guest reception.
• Back up Facilities & Maintenance Coordinator tasks.
• Assist onboarding and develop SOPs.

Skills

Organizational skills

Discretion & confidentiality

Cross-department coordination

Office software proficiency

Written communication

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

Yardi

Job description

Description

Company Overview

We are Cruz Companies, one of the oldest and largest, third generation, 100% minority-owned companies in the Northeast, we blend modern practices with traditional values of quality and integrity. Founded in 1948, we develop and construct landmarks, residential, and commercial projects. We do provide quality residential housing management services in the Greater Boston & New Bedford areas. Agencies we serve or work with include but are not limited; Massachusetts Housing Finance Agency (MHFA), Boston Housing Authority (BHA), Boston Metro Housing, Department of Housing and Urban Development (HUD), and private owners. We’ve also established Cruz C.A.R.E.S., giving back to our communities through scholarships, enrichment programs, and fun outdoor adventures. We are pioneers in progress and strive to elevate the communities where we work.

Cruz Management Company Inc is seeking an Office Operations Coordinator who is professional, responsible for planning, coordinating, and overseeing the management functions of assigned development(s). This position requires the coordination of a wide variety of services to assure resident satisfaction and the on-going viability of the development(s).

Position Summary

Cruz Management, the property management division of Cruz Companies, is seeking an Office Operations Coordinator to bring a systematic approach to the way the internal office runs. The right Office Operations Coordinator will be someone who can make order out of chaos, who is able to organize single requests and issues into a bigger-picture strategic approach, who can operate with a high degree of discretion and confidentiality, and who can create new procedures where none exist.

From streamlining our internal supply order processes, to serving as the bridge between our vendors (IT, phones, equipment, and others) and staff, to backing up core administrative support roles in a pinch (such as the Front Desk Receptionist at multiple locations, the Maintenance Coordinator, and others), this is a flexible, multifunctional role. We envision the Office Operations Coordinator as a flexible, central hub for internal support, and a proactive engine behind the office who can anticipate needs to keep things running smoothly.

Because Spanish is a primary language of many of our tenants, vendors, and staff, Spanish language proficiency is strongly preferred for this role.

Essential Functions

Coordinate Office Operations

• Manage office and kitchen supplies, including tracking inventory and reordering as needed.
• Sort and distribute incoming mail.
• Coordinate with vendors (Toshiba, FedEx, Cintas, Shred-it, Culligan Quench, and others) on service, deliveries, and issue resolution.
• Serve as a coordination point between IT and Maintenance staff to help resolve office issues.
• Support event planning logistics for company and office events.
• Provide general light administrative support (filing, data entry, correspondence, answering phones, scheduling).
• Perform other duties as assigned.

Establish Reliable and Proactive Office Processes

• Maintain SOP documentation for onboarding, IT/maintenance coordination, work order processing, and vendor/supply ordering.
• Partner with the Executive Assistant to build and maintain a master office operations reference document.
• Develop a process to proactively maintain office equipment and support onboarding setup for new employees (workstations, access, supplies).
• Oversee relationships with corporate vendors.

Provide Coverage As Needed

• Provide front desk coverage for the Front Desk Admin, greeting visitors and directing inquiries.
• Provide backup coverage for the Facilities & Maintenance Coordinator, including:
  • Fielding incoming facilities and maintenance calls
  • Processing and logging work orders, updating status in Yardi
  • Confirming scheduled appointments in writing with relevant parties
  • Reviewing prior-day closed work orders for accuracy
  • Following up to confirm completed work orders meet satisfaction
  • Escalating unresolved issues per company policy
• Coverage needs may include accommodating both planned and unplanned staff absences. While coverage work is intended to be temporary, time frames may vary in length depending on business needs.
• Coverage work assignments may be in our Boston headquarters or any other Boston property locations. Because of this, access to your own personal transportation is required.

Requirements

Knowledge, Skills & Certification Requirements

• High school diploma or equivalent Associate or Bachelor’s degree preferred.
• Prior administrative, office coordination, or front desk experience preferred.
• Bilingual in Spanish and English strongly preferred.
• Strong organizational skills with the ability to manage multiple priorities and interruptions.
• Experience with, and high commitment to, discretion and confidentiality with sensitive conversations and information.
• Comfortable coordinating across departments and with outside vendors.
• Reliable, flexible, and able to step in to cover varied tasks as needs arise.
• Proficient with standard office software (email, scheduling, basic spreadsheets).
• Strong written documentation skills.

Equal Employment Opportunity

The facility is committed to the principle of Equal Employment Opportunity for all employees and applicants. It is our policy to ensure that both current and prospective employees are provided equal employment opportunity without consideration of race, religious creed, color, national origin, nationality, ancestry, age, sex, marital status, sexual orientation, or disability in accordance with local, state, and federal laws.

Americans with Disabilities

Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

This job description is intended to describe the general content and requirements of the job. It is not an all-inclusive statement of duties, responsibilities or requirements and management reserves the right to add or remove duties from jobs to meet company needs. Significant changes to the position will necessitate a new or revised job description.