Office Services Coordinator (Part-Time)
About The Position
Beyer Blinder Belle is seeking a proactive, personable part-time Office Services Coordinator to help maintain a welcoming, organized, and comfortable workplace for its Boston team. The role coordinates daily priorities with Boston leadership and firmwide Office Services colleagues and reports to the Director of the Boston Office. The position is approximately 24 hours per week, on-site on an agreed regular schedule, generally 8:30 a.m. to 1:30 p.m. Monday through Thursday. Friday hours are also required for weekly office upkeep and preparation for the following week. By mutual agreement in advance, hours may occasionally be adjusted to support afternoon meetings or office events, with corresponding adjustments on another day that week.
Requirements
- Clear communication skills, a friendly and professional approach, and 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 within 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, load and unload the dishwasher, and reset shared spaces.
- Perform light cleaning on Fridays, including vacuuming and dusting, to supplement building cleaning services.
- Coordinate office-related scheduling and vendor appointments; assist staff with expense reports; maintain purchase records and receipts; and work with Accounting to process invoices.
- Monitor kitchen, office, and printing supply inventory; order, receive, unpack, and restock supplies; organize storage areas; track purchases and receipts; and coordinate orders within approved budgets.
- When time permits, assist design staff with organizing and maintaining the materials library.
- Keep printers and copiers stocked, assist with basic equipment needs, and coordinate repairs, maintenance, and cleaning with IT, building management, cleaning vendors, and service providers.
- 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 with HR and IT on onboarding and offboarding logistics, 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.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
Associate degree
