Office Operations Maestro — Onsite in Boston

HGA; Boston (MA); On-site; USD 78,000 - 84,000; Full time

Benefits offered by this job

Annual bonus

Success sharing bonus

401(k) guaranteed contribution

Medical insurance

Dental insurance

Life insurance

Paid parental leave

PTO

Short- and long-term disability

Job summary

HGA in Boston, MA is seeking an Administrative Services Coordinator to be the go-to resource for employees, visitors and vendors, keeping the office running smoothly and welcoming.

You will coordinate daily office services, support the Administrative Services Manager, manage deliveries, calendars, meeting logistics, and help maintain records and inventory while upholding confidentiality and service excellence.

Qualifications

• 5+ years experience in an administrative and/or office services role.
• Excellent communication skills, both written and verbal, to effectively interact with colleagues, customers, and vendors.
• Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities effectively, and be detail-oriented.
• Proficiency in office software, including calendaring, word processing, spreadsheet, and database programs (e.g., MS Office Suite).
• Ability to identify and resolve issues independently while exhibiting strong problem-solving skills.
• Ability to provide friendly and helpful service to staff, clients, and vendors.
• Ability to operate postage meters, shipping systems, and similar equipment.
• May be required to bend, crawl, and lift up to 50 lbs.

Responsibilities

• Coordinate daily office services activities and support, including overflow projects from the Administrative Services Manager.
• Handle requests and resolve issues in-person, on the phone, and by email escalating concerns to management when appropriate.
• Greet guests in a professional, friendly, hospitable manner, determine nature of business and announce visitors to appropriate personnel.
• Serve as the purchasing contact for office, building, and supplies and maintain inventory of facilities-related supplies.
• Act as the catering liaison for meetings and events including setup and breakdown.
• Maintain office storage areas, pantry, and common areas, stocking office supplies.
• Receive incoming deliveries and manage mail, signatures, and package distribution.
• Manage plotter printing, scanning and archive requests, and send print jobs off-site when needed.
• Organize calendars and meetings, anticipate conflicts and solve scheduling issues.
• Lead, maintain, and report on special projects assigned by leadership; handle confidential executive duties.

Skills

Communication

Time management

Organization

Customer service

Attention to detail

Prioritization

MS Office

Tools

MS Office Suite

Job description

HGA in Boston, MA is seeking an Administrative Services Coordinator to be the go-to resource for employees, visitors and vendors, keeping the office running smoothly and welcoming.

You will coordinate daily office services, support the Administrative Services Manager, manage deliveries, calendars, meeting logistics, and help maintain records and inventory while upholding confidentiality and service excellence.