Office Services Coordinator

Bain & Company • San Francisco, CA

4d • $66,250 - $79,500 • Onsite

About The Position

The Office Services Coordinator delivers a seamless, high-quality in-office experience for employees, clients, recruits, and visitors. The role is primarily responsible for daily office operations, facilities and vendor management, café operations and budget oversight, and project management of office initiatives. It also coordinates logistics for client-facing and internal meetings in partnership with the Operations team.

This is an in-office role based in San Francisco, working Monday through Friday. Work-hour flexibility is needed, including occasional early mornings and evenings, to support client events and workshops and respond to critical off-hours situations. Some overtime may be required. The employee may need to lift or move at least 25 pounds.

Requirements

• Previous experience in a demanding, customer-service-oriented environment; professional services experience is preferred.
• A BA/BS degree is required, or at least five years of relevant office services, facilities management, or project coordination experience in lieu of a degree.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
• Strong interpersonal skills and a positive, personal, and professional image.
• Customer-service-oriented behavior and polished responsiveness to customer needs.
• Outstanding attention to detail and organizational skills.
• Ability to juggle and prioritize multiple tasks simultaneously.
• Ability to handle stressful situations with poise, understanding, and tact.
• Dependability and reliability.
• Ability to work independently with minimal supervision.
• Ability to work in the office Monday through Friday and maintain flexible hours, including occasional early mornings and evenings.
• Some overtime may be required.
• Ability to lift and/or move a minimum of 25 pounds.

Nice To Haves

• Experience with project management or program management tools such as Asana or Trello.
• Previous professional services experience.

Responsibilities

• Submit building-maintenance work orders through the property management system.
• Prepare accurate monthly payment and chargeback reports, including access badge and catering charges, and submit them by their deadlines.
• Serve as the first-line coder for office services expenses.
• Prepare for new hires and transferring employees, including adding names to the visitor management system and creating access badges.
• Manage access cards, including ordering stock, programming cards, uploading personnel photos, deactivating cards for terminated employees and unreturned visitor badges, maintaining a visitor-card log, and conducting monthly audits.
• Manage the café budget and ordering by tracking spending, ordering food, beverages, and supplies, evaluating vendor contracts, and identifying cost-saving opportunities while maintaining service quality.
• Participate in the Life Safety Team and complete relevant training, such as First Aid certification.
• Maintain relationships with vendors, including courier, janitorial, and security services.
• Lead and manage biannual office cleanups, coordinating with facilities and janitorial vendors, communicating schedules, overseeing disposal of surplus furniture and equipment, and ensuring completion within scope and budget.
• Manage client events and workshops end to end, including room setup, AV requirements, catering, vendor logistics, post-event cleanup, and day-of coordination.
• Develop and maintain standardized runbooks and checklists for recurring client-facing and internal events.
• Coordinate recruiting events and milestone activities in partnership with the recruiting team.
• Work with Operations leadership to maintain the office programming calendar, propose dates, coordinate stakeholders, and manage schedule changes.
• Support Operations leadership on cross-office initiatives, pilots, and other projects as needed.
• Share and implement best practices with Office Services leaders across the region.

Benefits

• Annual discretionary performance bonus and possible other discretionary compensation.
• 401(k) plan with a 4.5% company contribution that increases after three years of service and is fully vested upon start date.
• Bain pays 100% of individual employee premiums for medical, dental, and vision programs.
• Generous paid time off, including parental leave, sick leave, and paid holidays.
• Paid life and long-term disability insurance.
• Comprehensive benefits and wellness program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level