Coordinator of Office Operations

Breaktime•Boston, MA

7h•$28 - $36•Hybrid

About The Position

Breaktime is a 501(c)(3) non-profit organization dedicated to ending young adult homelessness by providing job and financial security, which leads to housing security. The organization offers a supportive, flexible, and rewarding work environment with benefits like paid time off, Summer Fridays, and 401k matching. Breaktime is experiencing rapid growth and sees opportunities for advancement within the organization. This part-time role (up to 25 hours/week) focuses on managing day-to-day office administration, the physical space, and internal procedures. The position requires strong technical aptitude, organizational skills, and the ability to work independently. The Coordinator will ensure the workspace is efficient, safe, and functional, acting as a resource for office logistics and basic troubleshooting. The ideal candidate is detail-oriented, a problem-solver, adaptable, and can interact professionally with diverse individuals while maintaining discretion with sensitive data.

Requirements

A minimum of 2-3 years of hands-on experience in office management, front desk administration, customer service, or a similar operational role.
Proven track record of managing daily office operations, keeping projects on schedule, and independently solving logistical problems.
A high school diploma or equivalent is required.
Proven ability to manage daily office routines, keep projects on schedule, and approach minor technical or logistical challenges with a solution-oriented mindset.
Clear, professional verbal and written communication skills.
The ability to prioritize your own workload, manage tasks on deadline, self-correct when things do not go as planned, and confidently guide or support interns.
Advanced capability using Google Workspace, Slack, Salesforce, Canva, Trello, and Zoom Workplace, or a demonstrated ability to master comparable platforms.
The ability to handle sensitive mail, deliveries, and confidential organizational data with the utmost discretion and professional judgment.
A genuine interest in nonprofit operations and a commitment to working thoughtfully with and for marginalized communities.

Nice To Haves

Supervision of up to 1 intern.

Responsibilities

Serve as the main point of contact for the office during scheduled hours, maintaining a warm, safe, and helpful environment for staff, partners, and the young adults we serve.
Monitor and manage incoming internal operations requests and questions via Slack, prioritizing tasks effectively within a queue-based system.
Manage the master space calendar to coordinate room bookings, welcome visitors, and track staff coverage.
Oversee office access protocols, administer the building access card system, and maintain emergency exit strategies.
Work directly with building property management to flag, track, and resolve maintenance, cleaning, and repair needs.
Handle incoming and outgoing mail, packages, and deliveries, ensuring they reach their intended recipients while maintaining discretion and confidentiality.
Maintain oversight of office equipment and supply levels, initiating proactive replenishment to ensure uninterrupted team operations.
Track expenses and assist with general purchasing to ensure alignment with our budget.
Serve as the designated backup for cash and check processing during the absence of the Manager of Finance & Operations.
Provide basic troubleshooting for office technology, including printers, conference room setups, and general IT issues, to minimize workflow disruptions.
Coordinate with our external IT vendor to resolve escalated technical issues, ensure smooth staff onboarding and offboarding, and manage equipment distribution.
Host and manage the technical aspects of virtual meetings and webinars using Google Workspace or Zoom.
Maintain our digital and physical filing systems, ensuring clean organization and secure document storage within Google Drive.
Collaborate with internal teams to handle the logistics for on-site events, meetings, and staff trainings.
Assist with the physical setup and breakdown of events, and help secure any necessary city permits or insurance coverage.
Work with the Communications team to provide updates for internal newsletters.
Assist the broader operations team with drafting standard operating procedures (SOPs), managing data, and office reconfigurations.
Perform other duties as assigned to support the AVP of Finance and Operations and the leadership team.