Operations Associate & Receptionist

Visterra • Waltham, MA

1d • $30 - $36 • Onsite

About The Position

The Operations Associate & Receptionist is responsible for managing day-to-day office and facilities operations, coordination, and front-of-house responsibilities in an active and fast-paced environment. This role serves as a key operational point of contact for employees, visitors, vendors, and external partners, while also providing administrative and executive assistant support to senior leaders as needed. This is a full-time, regular position located at Visterra’s facility in Waltham, MA. The hours will be Monday through Friday from 8:30 AM – 5:00 PM.

Requirements

• Bachelor’s degree required.
• At least 1+ years of experience in office operations, facilities, or administrative roles.
• A positive, professional, approachable attitude; exceptional interpersonal and communication skills and the ability to build professional rapport with staff, executives, board members, and visitors at all levels.
• Demonstrated ability to operate independently and manage competing priorities.
• Ability to regularly handles confidential and proprietary information with utmost discretion.
• Strong organizational and communication skills with demonstrated ability to prioritize and work independently.
• Proficient skills in Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Teams.
• Demonstrated ability to anticipate needs and issues before they arise, proactively identify solutions and work independently and collaboratively to problem-solve conflicts.
• Comfortable working in a growing, dynamic environment with evolving needs

Nice To Haves

• Experience working in an ERP or receiving system helpful but not required.

Responsibilities

• Manage daily office and facilities operations across office and lab environments.
• Coordinate with vendors related to office services, maintenance, supplies, and facilities needs.
• Identify, troubleshoot, and resolve operational issues; escalate appropriately when required.
• Support office expansion or reconfiguration initiatives, as well as increased operational complexity as the company demands evolve.
• Serve as the primary point of contact for visitors, guests, and external partners.
• Manage the digital security badging system and visitor logs to ensure a safe and secure office environment.
• Coordinate meetings, including deliveries for lunches and meals, visitor logistics, and day-to-day traffic through the office.
• Maintain a professional, welcoming, and organized front-of-house environment.
• Act as primary point of contact for day-to-day operational questions, issues, and requests.
• Professionally handle complaints, ad-hoc requests, and unexpected situations.
• Communicate updates clearly and in a timely manner to relevant stakeholders.
• Provide administrative and executive assistant support to select senior leaders.
• Assist with scheduling, coordination, and ad-hoc administrative tasks as needed.
• Support leadership by anticipating needs and helping manage day-to-day operational details, and ad hoc events.
• Manage office supplies, inventory, and ordering processes to support daily office and lab operations.
• Manage shipment and delivery of Company outgoing and incoming packages, including accurate daily logging of office and lab deliveries.
• Support onboarding logistics and general office coordination.
• Maintain organization, documentation, and operational consistency.

What This Job Offers

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