Receptionist/Administrator - Early-Stage Incubator

UG2; Cambridge (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

UG2 is seeking a Receptionist/Administrator to join our growing early-stage incubator community in Cambridge, MA. This role goes beyond a traditional front desk; you will shape the experience for tenants, guests, and clients while supporting day-to-day operations that help innovative companies thrive.

The ideal candidate combines administrative excellence with an engaging personality, enjoying helping others and creating positive experiences in a vibrant, collaborative environment where

Qualifications

• Bachelor's degree required.
• 2+ years of relevant admin or operations experience.
• Startup/incubator/life sciences environment preferred.
• Excellent written and verbal communication.
• Strong organizational skills with attention to detail.
• Ability to manage multiple priorities in a fast-paced setting.
• Proficiency with Microsoft Office Suite and other business tech.
• Interest in life sciences and entrepreneurship.

Responsibilities

• Manage front desk and reception to ensure tenants, visitors, and guests have a positive experience.
• Coordinate visitor access and registration.
• Triage requests from member companies and connect to resources.
• Support onboarding and offboarding of tenant companies.
• Prepare communications to the member community.
• Maintain the member portal and coordinate IT and facilities requests.
• Coordinate with vendors, contractors, and service providers.
• Help maintain organized office and shared spaces.
• Manage mail, packages, deliveries, and shipments.
• Coordinate meeting rooms and equipment scheduling.
• Support AV and IT needs for meetings and events.
• Provide admin support to site leadership and assist with special projects.
• Assist in coordinating and executing programming events.
• Contribute to a culture of hospitality and exceptional service.

Skills

Interpersonal skills

Written communication

Verbal communication

Organizational skills

Multi-tasking

Customer service

Office software

Adaptability

Hospitality mindset

Problem solving

Education

Bachelor's degree

Tools

Microsoft Office

Job description

We are seeking a professional, highly organized, and service-oriented Receptionist/Administrator to join our growing early-stage incubator community. This role is much more than a traditional front desk position. As the first person tenants, guests, and clients encounter, you will help shape the experience of everyone who walks through our doors while supporting the day-to-day operations that allow innovative companies to thrive.

The ideal candidate brings a combination of administrative excellence, strong attention to detail, and an engaging personality. They enjoy helping others, take pride in creating positive experiences, and have a natural ability to make people feel comfortable and supported. This is an exciting opportunity for someone who wants to play a meaningful role in fostering a vibrant, collaborative environment where entrepreneurs, researchers, and emerging companies can connect, grow, and succeed.

Essential Responsibilities

• Manage front desk and reception activities, ensuring tenants, visitors, and guests receive a positive and professional experience from the moment they arrive.
• Coordinate visitor access and registration.
• Triage requests from member companies and connect them to the appropriate resources.
• Support the onboarding and offboarding of tenant companies and help ensure smooth transitions.
• Prepare communications to the member community.
• Maintain the member portal and coordinate visitor, IT, and facilities requests.
• Coordinate with vendors, contractors, and service providers to support the day-to-day operation of the facility.
• Help maintain organized, well-stocked office, pantry, and shared community spaces.
• Manage incoming and outgoing mail, packages, deliveries, and shipments.
• Coordinate meeting rooms, shared resources, and equipment scheduling.
• Support AV and IT needs for meetings, presentations, and events.
• Provide administrative support to site leadership and assist with special projects and community initiatives.
• Assist in coordinating and executing programming events that foster a vibrant and collaborative community.
• Contribute to a culture of hospitality, collaboration, and exceptional service that enhances the experience of tenants, guests, and clients.
• Build positive relationships throughout the community and help create an environment where people feel connected, supported, and engaged.

Qualifications

• Bachelor's degree required.
• Experience in administration, customer service, workplace operations, hospitality, community management, or a related field required; two or more years of relevant professional experience highly desired.
• Experience within a startup, incubator, accelerator, life sciences, research, higher education, or shared-workspace environment is strongly preferred.
• Excellent interpersonal, written, and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities while maintaining a calm, professional, and customer-focused approach.
• Demonstrated ability to work independently, exercise sound judgment, and adapt in a fast-paced environment.
• Proficiency with Microsoft Office Suite and other business technology platforms.
• Interest in life sciences, innovation, entrepreneurship, and emerging-growth companies is highly desirable.
• Positive, approachable, and energetic demeanor with a genuine passion for helping people and creating outstanding experiences.

This is a temporary full-time position (six months) with the potential for extension based on client needs and business requirements. UG2 is committed to developing talent, and high-performing individuals may be considered for future opportunities and career growth within the organization.

About Us

UG2 is committed to delivering the highest standard of facility services and solutions in the commercial, corporate, education, retail, public venue, healthcare, life science and industrial markets.

Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, and Sunnyvale.