Office Coordinator

Key Responsibilities:

• Office Operations and Vendor Coordination:
• Oversee daily office operations to ensure a well-organized, efficient, and welcoming workplace environment
• Oversee daily office activities and ensure smooth operation of all administrative functions such as managing the workflow of external mail, office supplies and inventory, placing orders as necessary to maintain stock levels
• Coordinate services offered with vendors to ensuring office supplies, maintenance, and services are handled promptly and within budget


• General Administrative Support:
• Provide administrative support to the People & Culture and legal department, including tracking required documents, file retention and maintaining an update of current and closed legal matters.   May participate in the gathering and completion of subpoena and Document of Records requests
• Coordinate with external legal counsel and schedule required meetings
• Provide administrative support with the highest level of confidentiality, discretion and accuracy to senior management and staff as needed
• May coordinate meetings, prepare agendas, and take minutes and assist in the preparation of reports and presentations


• People & Culture / Legal Support:
• Act as a point of contact for employee inquiries and concerns, triaging to the appropriate resource and providing assistance as needed
• May assist with onboarding and off-boarding processes, including file retentions and documentation such as training certifications, follow-up with required paperwork, coordination with external parties (such as outplacement) and providing support for any major initiatives such as Open Enrollment, Training offerings, Engagement surveys, etc.
• Handle billing and correspondences as needed for the Legal team


• Employee Events Coordination:
• Plan, organize and execute employee events, meetings, and activities that foster team building, engagement, and a positive workplace culture.  Such activities/events include impromptu gatherings, team-building activities, holiday parties, and other company events.  Support may include preparation for all hands meetings and town halls as appropriate
• Ensure all events are within budget and coordination internally and externally results in smooth logistical support and seamless successful execution

Qualifications:

• Minimum of 3-5 years of experience in office management or a related role, including experience with People & Culture / HR  / Legal matters.
• Demonstrated ability to effective plan and execute independently as well as oversee major projects such as company and employee events
• Strong organizational and multitasking abilities
• Demonstrated ability to handle sensitive matters with highest level of confidentiality and discretion
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software
• Knowledge of unemployment insurance regulations and processing, preferred
• Familiarity with ADP Payroll processing preferred
• Detail-oriented with strong problem-solving skills
• Ability to maintain a positive and professional demeanor in all situations
• Proven ability to work independently and as part of a team
Working Conditions:
• Full-time position based in Quincy MA, with four (4) days onsite
• Standard office hours with occasional extended hours required for events or special projects

Physical Demands:

• While performing the duties the physical requirements are:  
• Constantly reach to use computers, monitors, and other office equipment 
• Constantly need to view objects at close and distant ranges
• Constantly communicate with others verbally and in writing 
• Frequently required to sit or stand
• This position functions in an office and technical environment and requires fine manipulation and simple grasping to utilize the computer and other standard office equipment
• Required occasional lifting and transporting of items weighing up to 25 lbs.