Operations Associate

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

Benefits offered by this job

Excellent benefits package

Job summary

Incendia Partners in Boston is seeking an Operations Associate to join a fast-paced, professional services team. This role focuses on the New Hire Journey and a broad range of office operations to support a polished, welcoming employee experience.

You will collaborate with People and IT, Office Managers, and leadership to optimize onboarding, manage budgets and facilities, and ensure excellent day-to-day operational support in the Boston office.

Qualifications

• Bachelor’s degree required.
• 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

• Own the New Hire Journey: from pre-arrival through onboarding for Boston office.
• Coordinate all aspects of a new employee’s arrival, including workspace prep and orientation.
• Collaborate with People and IT teams to improve onboarding processes.
• Create and maintain onboarding guides, training materials, and process documentation.
• Partner with Office Managers to share best practices across U.S. locations.
• Support Financial Administration: budgets, expense tracking, invoices, reconciliations.
• Provide reception coverage and manage visitor logistics.
• Coordinate visitors, guest logistics, and on-site hosting.
• Provide high-level administrative support to leadership, including calendar management and travel coordination.
• Assist with special projects and initiatives as priorities evolve.

Skills

Organizational skills

Project management

Communication

Interpersonal skills

Attention to detail

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Operations Associate – Boston

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

Benefits: Excellent benefits package

Our client, a highly regarded global professional services firm, is seeking an Operations Associate 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.

New Joiner & Employee Engagement

• Own the New Hire Journey: Take ownership of the Boston office new hire experience from pre-arrival through onboarding, ensuring every new employee feels welcomed, prepared, and connected from day one.
• Create a Seamless First Impression: Coordinate all aspects of a new employee’s arrival, including workspace preparation, technology readiness, office orientation, introductions, and access to key resources.
• Drive Continuous Improvement: Work closely with the People and IT teams to evaluate and enhance onboarding processes, identifying opportunities to make the experience more efficient, engaging, and consistent.
• Build Scalable Resources: Create and maintain onboarding guides, training materials, and process documentation to support new employees and ensure consistency across the organization.
• Collaborate Across Offices: Partner with Office Managers to share best practices and help establish consistent employee experience and office operations standards across U.S. locations.

Business & Office Operations

• Support Financial Administration: Partner with the Business Operations Manager on office budgets, expense tracking, invoice processing, reconciliations, and other financial administration.
• Keep the Office Running: Serve as a key resource for the day-to-day operational needs of the Boston office, proactively identifying issues and coordinating solutions.
• Manage Vendors & Facilities: Assist with vendor relationships, office services, supplies, facilities needs, and building-related matters to ensure the office operates smoothly and efficiently.
• Support Office Growth: Contribute to projects associated with the continued growth and evolution of the Boston office, including space planning, workplace initiatives, vendor coordination, and logistics.
• Maintain a High-Quality Workplace: Help ensure the office remains organized, welcoming, and well-stocked, including oversight of kitchen areas, groceries, refrigerators, supplies, and shared spaces.
• Provide Reception Coverage: Step in as needed to support the front desk, welcoming clients and visitors and ensuring a professional, hospitality-focused experience.
• Coordinate Visitors & Guests: Manage visitor registration and assist with guest logistics, building security, meeting coordination, and on-site hosting.

Executive & Team Support

• Administrative Partnership: Provide high-level administrative support to leadership and the broader office as needed, including calendar management, travel coordination, and expense reporting.
• Exercise Discretion: Manage sensitive correspondence, confidential information, and other materials with professionalism, discretion, and sound judgment.
• Support Office Culture: Help plan and execute employee events, team gatherings, client events, and other initiatives that contribute to a positive and connected office environment.
• Be a Go-To Resource: Serve as a trusted point of contact for employees, helping navigate office-related questions, coordinating solutions, and ensuring a high level of service across the Boston office.
• Take on Special Projects: Support leadership and the Business Operations team with ad hoc projects and initiatives as priorities evolve.

Qualifications

• Bachelor’s degree
• 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!