Office & People Operations Coordinator

Incendia Partners; Boston (MA); On-site; USD 70,000 - 80,000; Full time

Job summary

Incendia Partners in Boston is seeking an Office & People Operations Coordinator to join its fast-paced, collaborative environment. You will support leadership with calendar management, confidential communications, travel arrangements, and onboarding for new hires.

The role emphasizes organizing office operations, coordinating vendors, budgeting assistance, and cross-team collaboration with People and IT to ensure a smooth onboarding journey for staff across the U.S.

Qualifications

• 3+ years of experience in office operations, business operations, HR operations, or a related field.
• Experience in financial services or professional services strongly preferred
• Strong organizational and project management skills with excellent attention to detail
• Confident written and verbal communication skills
• Professional presence with the ability to interact effectively with senior stakeholders and external partners
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to manage multiple priorities in a fast-paced environment
• Collaborative, proactive, and solutions-oriented mindset

Responsibilities

• Serve as a trusted point of contact for ad hoc requests from leadership and the wider Boston office.
• Manage confidential correspondence and sensitive information with discretion and professionalism.
• Support calendar coordination, meeting scheduling, and expense reporting for senior team members.
• Assist with travel arrangements and other day-to-day administrative needs.
• Act as a reliable resource for leadership, ensuring priorities are handled efficiently and accurately.

Skills

Office operations

HR operations

Project management

Communication

Stakeholder interaction

Tools

Microsoft Office

Job description

Office & People Operations Coordinator - Boston

Compensation: $70,000-80,000 base + bonus

Our client, a highly regarded global professional services firm, is seeking an Office & People Operations Coordinator to join its Boston office. This is an excellent opportunity for a polished, highly organized professional who enjoys a varied role and thrives in a fast-paced, collaborative environment.

Key Responsibilities

Leadership & Administrative Support

• Serve as a trusted point of contact for ad hoc requests from leadership and the wider Boston office
• Manage confidential correspondence and sensitive information with discretion and professionalism
• Support calendar coordination, meeting scheduling, and expense reporting for senior team members
• Assist with travel arrangements and other day-to-day administrative needs
• Act as a reliable resource for leadership, ensuring priorities are handled efficiently and accurately

Business & Office Operations

• Maintain a well-organized, professional office environment, ensuring shared spaces and supplies are consistently stocked and presentable
• Support office events, team initiatives, and internal engagement activities
• Provide backup front desk coverage, welcoming clients and visitors with a polished, professional approach
• Assist with office expansion and workspace planning initiatives, including logistics and coordination
• Coordinate vendors, facilities, and office supply management to support daily operations
• Contribute to budgeting, invoice processing, expense tracking, and reconciliation for the Boston office
• Partner with People and IT teams to ensure a seamless onboarding experience for new hires
• Coordinate orientation schedules, workstation setup, technology access, and office introductions
• Develop and maintain onboarding materials and training documentation, delivering training sessions where needed
• Collaborate with Office Managers across U.S. locations to ensure consistency in onboarding and operational standards
• Oversee the full onboarding journey from pre-boarding through the first weeks of employment

Qualifications

• 3+ years of experience in office operations, business operations, HR operations, or a related field
• Experience in financial services or professional services strongly preferred
• Strong organizational and project management skills with excellent attention to detail
• Confident written and verbal communication skills
• Professional presence with the ability to interact effectively with senior stakeholders and external partners
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to manage multiple priorities in a fast-paced environment
• Collaborative, proactive, and solutions-oriented mindset

• Please note that quoted salary ranges are not guarantees of what the final salary offers might be. Variables include years of work experience, industry-specific experience, education level, etc. to be considered!