Workplace Operations & Events Specialist

Ricoh • Boston, MA

1d • $20 - $26 • Onsite

About The Position

The Workplace Operations & Events Specialist coordinates and supports onsite meetings, conferences, workplace events, and day-to-day office services while providing an exceptional customer experience. The role supports event logistics, meeting-room setup and breakdown, workplace readiness, mail and shipping services, document services, and general workplace operations. It serves as a primary resource for meeting and event support requests and works with customers, administrative teams, vendors, and leadership.

The position also supports high-volume print production, scanning, copying, binding, finishing, mail processing, shipping and receiving, records management, office moves, and other workplace services. It requires a proactive, organized, customer-focused professional who can manage multiple priorities in a fast-paced environment. This is a hands-on, physically demanding role involving frequent movement around the facility, event setup, and moving equipment and furniture. Occasional overtime, weekend support, or emergency response may be required.

Requirements

• High school diploma or GED.
• 1–2 years of experience in event coordination, workplace services, office operations, hospitality, conference services, customer service, or a related field.
• Strong customer-facing experience in a professional environment.
• Basic computer proficiency, including Microsoft Office applications.
• Strong event coordination and organizational skills.
• Excellent customer service and relationship-building abilities.
• Professional verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Basic troubleshooting and problem-solving skills.
• Ability to work independently with minimal supervision.
• Ability to learn and operate office technology, production equipment, and workplace service tools.
• Ability to understand and follow operational procedures and service-level commitments.
• Ability to stand, walk, bend, stretch, reach, lift, push, and pull throughout the workday.
• Ability to regularly lift and carry up to 50 pounds and move tables, chairs, carts, packages, mail bins, and workplace equipment.
• Ability to occasionally assist with moving equipment weighing up to 400 pounds using proper equipment and safety procedures.

Nice To Haves

• Experience coordinating corporate meetings, conferences, workplace events, or employee programs.
• Experience supporting conference centers, hotels, hospitality environments, or workplace services teams.
• Experience operating production printers, copiers, scanners, or mailroom equipment.
• Experience with shipping, receiving, and mail services.
• A valid driver's license may be required based on site needs.
• Working knowledge of shipping, receiving, mail processing, and document management procedures.

Responsibilities

• Coordinate and support corporate meetings, conferences, training sessions, and special events from setup through breakdown.
• Prepare conference rooms and meeting spaces, including furniture arrangements, room resets, audiovisual support, and workplace readiness activities.
• Serve as a primary point of contact for meeting and event support requests.
• Collaborate with customers, administrative teams, vendors, and leadership to ensure successful meetings and events.
• Provide customer service and respond professionally and promptly to workplace service requests.
• Operate high-volume production copiers, scanners, printers, and related office equipment.
• Perform document production, copying, scanning, imaging, binding, finishing, and quality control.
• Inspect convenience copiers and office equipment, support routine maintenance, troubleshoot basic issues, and escalate service requests when necessary.
• Stock paper, toner, and other supplies to keep equipment ready for use.
• Process incoming and outgoing mail, packages, courier deliveries, and shipping requests.
• Perform shipping and receiving duties, including tracking, distribution, and inventory management.
• Distribute mail, packages, office supplies, and other materials throughout the facility.
• Maintain service logs, inventory records, meter readings, operational reports, and job tracking documentation.
• Calculate charges for completed work and maintain associated records when required.
• Respond to and coordinate customer requests related to print, mail, shipping, and workplace support services.
• Deliver completed work to designated customer locations within and outside the facility.
• Support filing, records management, document archiving, and retrieval.
• Assist with office moves, workspace reconfigurations, and building occupant relocations as needed.
• Maintain organized, clean, and professional service areas.
• Provide occasional hospitality services and reception coverage.
• Perform light facility support and workplace maintenance duties as assigned.
• Travel between customer buildings or work areas as required.
• Support Ricoh Service Excellence initiatives and accurately capture operational metrics and job data.
• Perform additional duties as assigned.

Benefits

• A broad selection of medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K).
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options.
• Team member tuition assistance programs.
• Paid vacation time and paid holidays annually.
• Additional health, wellness, and personal and professional development benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED