Office Coordinator

G-P•Boston, MA

10d•Hybrid

About The Position

As the Office Co-Ordinator you will be the friendly face welcoming our employees and external visitors. You will manage and ensure the seamless day-to-day operation of our Boston headquarters. This role interfaces with global stakeholders and external suppliers while serving as the primary anchor for our physical office environment. This is a part time position 20 hours per week, with flexible working hours required during planned office events.

Requirements

2-year college degree (Associate’s) in Business, Finance or a related field required.
Minimum 4 years of prior experience in an office operations, office support, hospitality environment is highly preferred.
Proficiency in spreadsheet (Excel), word processing, PowerPoint applications, Google suite.
Experience with Workday is a plus.
Comfortable transitioning between support to internal stakeholders and hands-on office task management.
Excellent verbal and written skills; able to foster open communication and build relationships with global stakeholders.
Strong organizational skills with a focus on follow-through and driving for results.
Impeccable customer service and interpersonal skills; ability to engage in a positive manner with colleagues at all levels, and with external parties representing GP in a professional manner
Ability to use financial data to drive decision-making and identify cost-saving opportunities.
Patient and effective at handling internal stakeholder requests and managing vendors.
Background checks are required, and this may include criminal record checks.

Responsibilities

Manage the end-to-end mail process for the Boston HQ, including sorting, scanning, logging and distributing physical mail to the correct stakeholders.
Partner with Regus office contacts globally to coordinate hard-copy mail routing for our various global entities.
Serve as the primary point of contact for Boston office facilities, addressing maintenance issues and liaising with building management.
Initiate building security card access process and support for our employees and sub-lease tenants.
Regular communication with the building management company to ensure any maintenance issues are reported, cleaning quality standards are maintained, and all other facilities-related queries are promptly addressed.
Manage health & safety compliance matters including fire and safety procedures, fire drills, safety equipment, and training.
Handle office-related vendors, including meal ordering for team meetings, maintaining office supplies, worldwide delivery companies such as FedEx.
Execute general office administrative tasks to ensure a productive environment for the "Dream Team".
Organize internal and offsite events including meetings, team events, customer, and partner meetings.
Adhoc duties - as required by the business.