Administrative Coordinator

Dorchester Bay Economic Development Corporation Inc•Boston, MA

5h•$70,000 - $80,000•Hybrid

About The Position

Dorchester Bay Economic Development Corporation (DBEDC) is seeking an Administrative Coordinator to be the welcoming face and operational heartbeat of our offices and shared workspaces. This is a chance for an organized, service-minded professional who wants to do more than keep things running. You'll make sure our spaces, systems, and schedules work so well that our staff and community partners can focus on what matters most: building equitable, thriving communities. Reporting to the Director of Operations, you'll be the first-person visitors meet and the person colleagues count on. You'll work across every department, with building management, and with vendors and tenants, and you'll bring warmth, sound judgment, and follow-through to everything you touch. If you're a natural problem-solver, a calm presence under pressure, and someone who takes pride in getting the details right, we'd love to hear from you.

Requirements

Commitment to DBEDC's mission and an understanding of racial equity in community development.
Ownership mindset with a focus on high-quality results and an awareness of how your work affects your team and the organization.
Curiosity and a desire to learn, ask questions, and apply lessons from experience.
Comfort with change and the confidence to challenge conventional thinking and propose creative solutions.
3+ years of directly relevant administrative or operations support experience.
Demonstrated effectiveness in scheduling, coordination, office management, and customer service.
Proven ability to manage multiple priorities, shifting deadlines, and high-volume requests.
Experience using a task or project-management platform to manage assignments, deadlines, documentation, and follow-up.
Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
Ability to work in a hybrid environment.
High level of discretion, emotional intelligence, professionalism, and sound judgment.
Experience collaborating across departments and supporting shared operational initiatives.
Reliability and flexibility during high-volume periods, events, and transitions.
Clear, professional verbal and written communication skills.
Ability to interact effectively with staff, tenants, vendors, and external partners.
Ability to pass a background check.
Availability for occasional evenings and weekends.

Nice To Haves

Multilingual in Spanish, Cape Verdean Kriolu, Haitian Creole, or Vietnamese.
Worked in a community-based, nonprofit, or mission-driven organization.
Experience with CRM systems (Salesforce preferred) and project-management tools such as Asana or Trello.
Coordinated vendors, facilities requests, shared workspaces, or office moves.
Experience supporting diverse, multicultural communities.

Responsibilities

Serve as the primary reception and front-of-house contact, offering first-class service to staff, tenants, clients, partners, and visitors.
Represent DBEDC's brand and values with professionalism, warmth, and a commitment to equity in every interaction.
Champion a positive, inspiring office culture by welcoming new hires, celebrating team milestones and wins, and helping organize staff gatherings that bring people together.
Keep our offices safe, efficient, and welcoming by staying ahead of supplies, equipment, shared spaces, and service needs, so there are no preventable gaps.
Provide direct administrative support to the Director of Operations and other department leaders.
Coordinate calendars, meetings, events, and room bookings, including shared conference spaces used by Pierce Building tenants, and head off conflicts before they happen.
Manage mailing, shipping, and document handling accurately and on time.
Track and complete administrative requests in our work-management system: reviewing details, maintaining due dates and status, communicating with requesters, and closing the loop.
Follow our intake, prioritization, approval, and escalation procedures, and route requests that need facilities, technology, budget, or supervisory review to the right people.
Coordinate the reservation, check-out, return, and storage of shared equipment and event materials.
Serve as the primary liaison between DBEDC, building management, and external service providers.
Manage office-related vendors, including scheduling, invoice review, and quality monitoring.
Support office moves, workstation changes, and space planning in line with operational priorities.
Maintain accurate, timely, and accessible administrative records and shared files in approved systems.
Partner with our Data & Evaluation Manager to keep contact records in our CRM clean and complete, flagging duplicates, inconsistencies, or missing information.
Follow organizational standards for file naming, storage, permissions, records retention, and data handling.
Handle sensitive and confidential information with the highest level of discretion.
Process checks, receipts, deposits, invoices, and other financial documents only as assigned and in line with our internal controls.
Anticipate needs, resolve issues proactively, and manage competing priorities with minimal supervision.
Communicate risks, delays, and needed decisions quickly and clearly.
Support special projects and cross-departmental initiatives as directed by the Director of Operations.
Spot recurring administrative problems and recommend practical improvements.
Help document and roll out procedures, templates, checklists, and tracking tools that make everyone's work easier.

Benefits

Generous medical insurance packages with no waiting period
Employer-paid dental and vision coverage
Access to Flexible Spending Accounts
Dependent Care Assistance Program
Short-Term Disability coverage
Long-Term Disability coverage
Life Insurance coverage
Accidental Death coverage
On-demand Employee Well-being Services
Exclusive discounts through our Perks at Work Program
Hybrid work environment
Generous amount of vacation time
Seventeen paid holidays, including your birthday
Fifteen sick days
Three personal days
Five volunteer days
403(b) retirement plan, featuring a generous employer contribution
Access to professional development opportunities, including workshops, conferences, and training programs.