Business Operations Coordinator
About The Position
Reporting to the Business Operations Manager, the Business Operations Coordinator will play a multifaceted role at the heart of the Boston office, balancing day-to-day business operations with a strong focus on the new joiner experience. This individual will own the new joiner journey end to end, from first-day welcome through to full onboarding, partnering closely with the People team and IT to continuously improve and standardize these processes for every new hire. In addition, this role spans a broad range of responsibilities: supporting financial processes such as budgeting and expense tracking, contributing to special projects tied to the Boston office's continued growth, and providing executive assistant support to members of our leadership team, including calendar and expense management. The individual will also serve as backup support to the front desk team, assisting external clients and visitors as needed. We are looking for someone who is highly organized, personable, detail-oriented, and energized by variety in a fast-paced, high-touch office environment.
Requirements
- Bachelor's Degree or equivalent experience required
- 4–6 years of experience in HR operations, onboarding, training & development, or business/office operations, preferably within financial or professional services
- Strong project management and organizational skills, with the ability to coordinate across multiple offices and stakeholders
- Excellent communication and interpersonal skills, comfortable partnering with People, IT, and office leadership teams
- Strong attention to detail and ability to develop clear, user-friendly training materials and documentation
- Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
- High degree of professionalism and discretion, comfortable interfacing with clients, guests, and senior leadership
- Proactive, team-oriented, and willing to go beyond the defined scope to support the success of the team and firm
Nice To Haves
- Experience supporting budgeting or expense tracking processes preferred
Responsibilities
- Own the end-to-end new joiner experience for the Boston office, including pre-boarding coordination, desk and workstation readiness, and a warm first-day welcome with office orientation and introductions to key resources and contacts
- Partner with the People team and IT to continuously improve and standardize onboarding processes, ensuring a seamless, consistent experience for every new hire
- Develop training documentation and deliver training to new employees, and coordinate onboarding and office operations standards across the US with the Office Managers in New York, San Francisco, and Dallas
- Assist the Business Operations Manager with budgeting and expense tracking for the Boston office
- Support the preparation, coding, and reconciliation of office-related expenses and invoices
- Support special projects related to the continued growth and expansion of the Boston office, including space planning, vendor coordination, and logistics as needed
- Provide backup coverage for the front desk team as needed, greeting and hosting guests and clients and ensuring a professional first impression for all visitors
- Help to maintain the cleanliness, organization, and professional appearance of common areas and supply areas throughout the day; maintain both kitchens including emptying dishwashers, ordering groceries, and stocking fridges on both floors.
- Assist with external clients and visitors, including registration, hosting, and coordination with building security
- Provide calendar coordination and expense reporting support
- Handle correspondence and confidential materials with sound judgment, escalating urgent items appropriately
- Support office initiatives, team events, end-of-year event planning, and ad hoc projects as assigned
- Serve as a resource for day-to-day ad hoc requests from the broader office, responding promptly and professionally
- Responsible for ensuring all information security processes, policies and procedures are adhered to and any issues or concerns are raised with the Cyber Security team
- Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channel
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
