Office Services Coordinator (Part-Time)

Beyer Blinder Belle; Boston (MA); On-site; USD 33,000 - 41,000; Part time

Job summary

Beyer Blinder Belle seeks a proactive, personable part-time Office Services Coordinator to support our Boston team. You will keep the office welcoming and organized, handle scheduling, purchasing, and vendor coordination, and assist with onboarding and events.

This role emphasizes hands-on tasks and reliable, discreet service while supporting leadership. The position requires on-site work, with a regular schedule from 8:30 am to 1:30 pm Monday through Thursday and Friday hours for upkeep.

Qualifications

• 3+ years of administration/office services experience.
• Associate's degree or equivalent.
• Proficiency in Outlook, Teams, Word, Excel, and PowerPoint.
• Familiarity with Deltek Vantage Point.
• Willingness to work on-site and Fridays as scheduled.

Responsibilities

• Office upkeep: keep common areas clean, stocked, and welcoming.
• Administrative support: coordinate scheduling, vendor appointments, and expense processes.
• Purchasing: monitor inventory, restock, and manage purchases within budgets.
• Equipment and facilities: coordinate IT, printers, and maintenance with vendors.
• Meeting support: run room reservations, setup, and refreshments.
• Mail and deliveries: manage inbound/outbound mail and packages.
• HR onboarding/offboarding: assist with orientations and workspace prep.
• Event planning: coordinate office events and staff activities.

Skills

Clear communication

Organizational skills

Independent work

Time management

Admin experience

MS Office

Deltek Vantage Point

On-site Fridays

Education

Associate degree

Tools

MS Office

Deltek Vantage Point

Job description

Description

Beyer Blinder Belle, an award-winning architecture and planning firm, seeks a proactive, personable part-time Office Services Coordinator to help create a welcoming, organized, and comfortable workplace for our Boston team. The ideal candidate enjoys hands-on work, takes pride in keeping the workplace running smoothly, and takes initiative to identify and address everyday office needs.

Reporting to the Director of the Boston Office, this individual will coordinate daily priorities with Boston leadership and firmwide Office Services colleagues.

Schedule

Approximately 24 hours per week, working on-site on an agreed regular schedule from 8:30 am to 1:30pm Monday through Thursday. Friday hours are required to support weekly office upkeep and prep for the following week. Occasional adjustments may be required by mutual agreement in advance to support afternoon meetings or office events, with corresponding adjustments to hours on another day that week.

Responsibilities

• Office Upkeep: Prepare the office each morning and maintain clean, organized, and welcoming common areas, kitchens, and meeting rooms throughout the day. Responsibilities include making coffee, wiping counters, loading and unloading the dishwasher, and resetting shared spaces. Perform light cleaning on Fridays, including vacuuming and dusting surfaces, to supplement building cleaning services.
• Administrative and Staff Support: Coordinate office-related scheduling and vendor appointments, help with staff expense reports, maintain purchase records and receipts, and work with Accounting to process invoices.
• Supplies and Purchasing: Monitor inventory: order, receive, unpack, and restock kitchen, office, and printing supplies; keep storage areas organized; track purchases and receipts; and coordinate orders within approved budgets. As time permits, assist design staff with organizing and maintaining the materials library.
• Equipment and Facilities: Keep printers and copiers stocked, assist with basic equipment needs, and coordinate with IT, building management, cleaning vendors, and service providers on repairs, maintenance, and cleaning needs.
• Meeting and Visitor Support: Welcome guests and coordinate meeting room reservations, setup, refreshments, catering, and cleanup.
• Mail and Deliveries: Receive and distribute incoming mail and packages, coordinate outgoing shipments, and keep delivery areas organized.
• HR, Onboarding, and Offboarding Support: Assist HR and Boston leadership with scheduling new hire orientations and performance reviews. Coordinate with HR and IT on onboarding and offboarding logistics, including workspace preparation, and equipment setup or collection.
• Event Planning and Coordination: Assist with planning office gatherings, staff celebrations, and firmwide activities, including scheduling, budgets, vendor coordination, catering, setup, and cleanup.

Required Skills and Experience

• Clear communication skills, a friendly and professional approach, and discretion when handling confidential information.
• Strong organizational skills, attention to detail.
• Ability to work independently, prioritize tasks within a part-time schedule, and follow through reliably on time-sensitive tasks.
• Three or more years of experience in administration, office services, hospitality, or a similar service-focused role preferred. Experience within the AEC or design-related field is a plus.
• Associate's degree or equivalent relevant experience.
• Proficiency in Microsoft Office (Outlook, Teams, Word, Excel, and PowerPoint); familiarity with Deltek Vantage Point is a plus.
• Consistent availability to work on-site during the agreed schedule, including Fridays.
• Ability and openness to perform routine office setup and stocking tasks, including unpacking deliveries, moving supplies, and occasionally rearranging meeting room furniture; reasonable accommodations will be provided if necessary.

Beyer Blinder Belle Architects and Planners believes in fair and equitable pay. A reasonable estimate of the hourly rate is $24.00-$30.00/hr, depending on the individual's relevant experience.

As an equal-opportunity employer, BBB is committed to fostering a diverse and inclusive workforce where everyone is valued and respected.