Office Services Coordinator (Part-Time)

Beyer Blinder Belle Architects and Planners LLP•Boston, MA

1d•Onsite

About The Position

Beyer Blinder Belle, an architecture and planning firm, is seeking a proactive, personable part-time Office Services Coordinator to support a welcoming, organized, and comfortable workplace for its Boston team. The role involves hands-on office upkeep, administrative and staff support, purchasing and supply management, facilities coordination, meeting and visitor services, mail and delivery handling, onboarding and offboarding logistics, and event coordination. The coordinator reports to the Director of the Boston Office and coordinates daily priorities with Boston leadership and firmwide Office Services colleagues. The position is approximately 24 hours per week, on-site on an agreed regular schedule. The stated schedule is 8:30 a.m. to 1:30 p.m. Monday through Thursday, with Friday hours required for weekly office upkeep and preparation for the following week. Occasional schedule adjustments may be arranged in advance to support afternoon meetings or office events, with corresponding adjustments to hours on another day that week. The estimated hourly pay range is $24.00–$30.00, depending on relevant experience. The firm is an equal-opportunity employer committed to fostering a diverse and inclusive workforce and providing accessible interviews.

Requirements

Clear communication skills and a friendly, professional approach.
Discretion when handling confidential information.
Strong organizational skills and attention to detail.
Ability to work independently, prioritize tasks within a part-time schedule, and reliably follow through on time-sensitive tasks.
Associate's degree or equivalent relevant experience.
Proficiency in Microsoft Office, including Outlook, Teams, Word, Excel, and PowerPoint.
Consistent availability to work on-site during the agreed schedule, including Fridays.
Ability and openness to perform routine office setup and stocking tasks, including unpacking deliveries, moving supplies, and occasionally rearranging meeting-room furniture; reasonable accommodations will be provided if necessary.

Nice To Haves

Three or more years of experience in administration, office services, hospitality, or a similar service-focused role is preferred.
Experience in the AEC or design-related field is a plus.
Familiarity with Deltek Vantage Point is a plus.

Responsibilities

Prepare the office each morning and maintain clean, organized, welcoming common areas, kitchens, and meeting rooms; make coffee, wipe counters, manage the dishwasher, and reset shared spaces.
Perform light Friday cleaning, including vacuuming and dusting, to supplement building cleaning services.
Coordinate office-related scheduling and vendor appointments; assist with staff expense reports; maintain purchase records and receipts; and work with Accounting to process invoices.
Monitor, order, receive, unpack, and restock kitchen, office, and printing supplies; organize storage areas; track purchases and receipts; and coordinate orders within approved budgets.
As time permits, help design staff organize and maintain the materials library.
Keep printers and copiers stocked and assist with basic equipment needs.
Coordinate with IT, building management, cleaning vendors, and service providers on repairs, maintenance, and cleaning needs.
Welcome guests and coordinate meeting-room reservations, setup, refreshments, catering, and cleanup.
Receive and distribute incoming mail and packages, coordinate outgoing shipments, and keep delivery areas organized.
Assist HR and Boston leadership with scheduling new-hire orientations and performance reviews.
Coordinate onboarding and offboarding logistics with HR and IT, including workspace preparation and equipment setup or collection.
Assist with planning office gatherings, staff celebrations, and firmwide activities, including scheduling, budgets, vendor coordination, catering, setup, and cleanup.