Office Coordinator

KETTLE CUISINE LLC•Lynn, MA

7d•$27 - $32•Onsite

About The Position

The Office Administrator is responsible for ensuring the smooth, professional, and efficient operation of the front office and administrative functions. This role serves as the first point of contact for visitors, employees, and vendors, while proactively supporting daily operations, communication, and workplace organization. This is a fully onsite position based at our headquarters in Lynn, MA, requiring consistent in-person presence to support daily office operations and team needs. The ideal candidate demonstrates a high level of ownership, discretion, and professionalism, and is detail-oriented, tech-savvy, and able to prioritize and triage competing demands with calmness and clarity in a fast-paced environment.

Requirements

3–5 years of experience in office administration, front office coordination, executive support, or a similar administrative role.
Advanced proficiency in Microsoft Office, especially Outlook, Teams, Word, and PowerPoint.
Strong calendar management, meeting coordination, scheduling, and communication skills.
Ability to create, edit, and format professional documents, presentations, and internal communications with accuracy and attention to detail.
Experience using administrative systems, online ordering platforms, and other digital office tools efficiently and accurately.
Strong organizational skills with the ability to manage multiple priorities and maintain both digital and physical filing systems.
Excellent judgment, discretion, and ability to handle confidential information professionally.
Proactive, solution-oriented mindset with the ability to anticipate needs and take initiative without constant direction.
Ability to remain calm, professional, and effective in a fast-paced environment with competing demands.
Service-oriented approach with strong interpersonal skills and a professional presence when supporting employees, visitors, vendors, and leadership.
Advanced proficiency in Microsoft Office, including Outlook, Teams, and PowerPoint
Strong ability to manage calendars, meetings, communications, and scheduling within Outlook and Teams
Confident creating, editing, and formatting professional presentations, documents, and communications.
Experience utilizing administrative systems, online ordering platforms, and digital office tools with accuracy and efficiency.
Demonstrates strong overall technical aptitude and the ability to quickly learn and adapt to new systems and technology.
Highly organized and detail-oriented
Proactive and solution-oriented
Calm, steady, and effective under pressure
Strong judgment and prioritization skills
High level of integrity and discretion
Positive, professional, and service-oriented mindset

Responsibilities

Serve as the first point of contact for all visitors, vendors, and guests.
Create a welcoming, professional, and organized front office environment.
Coordinate visitor logistics including scheduling, communication, and meeting preparation.
Maintain conference rooms, reception, and common areas to company standards.
Manage incoming and outgoing mail, packages, and deliveries.
Process and maintain documentation (e.g., invoices, tax documents).
Support finance-related tasks such as deposits and expense reconciliation.
Maintain organized digital and physical filing systems.
Monitor, order, and restock office and kitchen supplies.
Ensure office spaces (kitchen, café, storage, restrooms) are clean, stocked, and functional.
Receive, move, and organize deliveries, supplies, and materials.
Identify and communicate facility or safety concerns in a timely manner.
Assist with onboarding logistics (desk setup, supplies, coordination with HR).
Support internal meetings, events, and company initiatives.
Provide administrative support to leadership and cross-functional teams.
Help manage room calendars, reservations, and visitor schedules.
Communicate clearly and proactively with internal teams.
Align regularly with manager on priorities, upcoming needs, and follow-ups.