Office Support Coordinator

Mass Digital Health; Boston (MA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Mission-driven company culture

Employee development programs

Arcadian Community

Job summary

Arcadia is seeking a proactive Office Coordinator/Front Desk role to manage the reception area, greet visitors, issue badges, and coordinate conference rooms. The position also handles mail, packages, and everyday facilities tasks to keep the office running smoothly.

The ideal candidate will have strong interpersonal skills, attention to detail, and experience with scheduling portals (Google Calendar, Outlook).

Qualifications

• Front desk and office coordination experience preferred.
• Strong interpersonal skills and attention to detail required.
• Dependable, proactive, and able to work independently.
• Experience with scheduling/portal systems listed (Google Calendar, Outlook, etc.).

Responsibilities

• Greet visitors and candidates at the front desk and provide a welcoming first impression.
• Register day badges and manage visitor check-in via the office portal.
• Notify internal employees of guest arrivals.
• Manage conference room bookings and resolve scheduling conflicts.
• Coordinate mail/packages and pickup duties.
• Restock office supplies and kitchen items, refresh the space throughout the day.
• Maintain the coffee machine and coordinate vendor service when needed.
• Coordinate lunch orders and liaise with food/vendors as required.
• Assist with refreshing desk equipment and flag issues to IT or facilities.

Skills

Interpersonal skills

Attention to detail

Independent worker

Customer-focused

Tools

Google Calendar

Microsoft Outlook

Tactic

Cove Building Portal

Job description

Arcadia is dedicated to happier, healthier days for all. We believe that there is a better healthcare world – one powered by data. Our platform transforms complex, diverse data into a unified foundation for health, helping organizations deliver better care, boost revenue, and lower costs.

We’re a team of fiercely driven individuals committed to making healthcare more sustainable—and we’re looking for passionate people to help us get there.

For more information, visit arcadia.io.

Why This Role Is Important to Arcadia

This role provides day-to-day operational support for a physical office location, ensuring a welcoming, well-stocked, and efficiently run workplace. Serves as the first point of contact for visitors and candidates and manages core office systems including supplies, food, meeting rooms and shared equipment.

What You'll Be Doing

Front Desk & Visitor Experience

• Greet customers, guests, and candidates at the front desk; provide a professional and welcoming first impression
• Register day badges for guests and manage visitor check-in processes via the office portal
• Notify internal employees upon guest arrival

Conference Room & Scheduling Administration

• Serve as portal administrator for office scheduling systems
• Book and manage conference room reservations; resolve scheduling conflicts
• Pick-up mail and process packages

Facilities & Kitchen Upkeep

• Restock office supplies and kitchen food/beverage items on a routine schedule
• Refresh kitchen throughout the day; run and empty the dishwasher
• Maintain the coffee machine; troubleshoot basic issues and initiate vendor service calls when needed

Catering & Vendor Coordination

• Coordinate lunch orders from the on-site vendor as needed, including collecting preferences and communicating headcounts
• Serve as point of contact for food and facilities vendors for routine issues

Equipment Support

• Assist with refreshing desk equipment (monitors, keyboards, peripherals) for new hires or workspace changes
• Flag equipment issues to IT or the appropriate internal team

Working Conditions

• Physical presence required during scheduled hours
• Involves standing, light lifting (supply restocking), and movement throughout the office
• Regular interaction with employees, visitors, and external vendors

What You'll Bring

Required:

• Strong interpersonal skills; comfortable in a customer-facing role
• High attention to detail and ability to manage multiple recurring tasks
• Dependable, proactive, and comfortable working independently
• Basic proficiency with scheduling or portal systems (e.g., Google Calendar, Microsoft Outlook, Tactic, Cove Building Portal)

Preferred:

• Prior experience in office coordination, facilities support, or reception
• Experience with vendor communication or ordering processes

What You'll Get

• Be a part of a mission-driven company that is transforming the healthcare industry by changing the way patients receive care
• Employee-driven programs and initiatives for personal and professional development
• Become a member of the talented, energized, diverse, and purpose-driven Arcadian Community

About Arcadia

Arcadia.io helps innovative providers and payers across the country transform healthcare to reduce cost while improving patient health. We do this by aggregating large amounts of disparate data, applying algorithms to identify opportunities to provide better patient care, and making those opportunities actionable by physicians at the point of care in near-real time. We are passionate about helping our customers drive meaningful outcomes. We are growing fast and have emerged as a market leader in the highly competitive population health management software market and have been recognized by industry analysts KLAS, IDC, Forrester, and Chilmark for our leadership. For a better sense of our brand and products, please explore our website.

This position is responsible for following all Security policies and procedures in order to protect all PHI under Arcadia's custodianship as well as Arcadia Intellectual Properties. For any security-specific roles, the responsibilities would be further defined by the hiring manager.

25 - 30 USD