Office Coordinator

About the Position:

As the Office Co-Ordinator you will be the friendly face welcoming our employees and external visitors. You will manage and ensure the seamless day-to-day operation of our Boston headquarters. This role interfaces with global stakeholders and external suppliers while serving as the primary anchor for our physical office environment. This is a part time position 20 hours per week, with flexible working hours required during planned office events. 

Location: Boston, MA (Hybrid: Minimum 3 days per week in-office)

What you'll do:

• Mail Operations: Manage the end-to-end mail process for the Boston HQ, including sorting, scanning, logging and distributing physical mail to the correct stakeholders.
• Global Coordination: Partner with Regus office contacts globally to coordinate hard-copy mail routing for our various global entities.
• Facilities Coordination: Serve as the primary point of contact for Boston office facilities, addressing maintenance issues and liaising with building management.Initiate building security card access process and support for our employees and sub-lease tenants.
• Regular communication with the building management company to ensure any maintenance issues are reported, cleaning quality standards are maintained, and all other facilities-related queries are promptly addressed.Manage health & safety compliance matters including fire and safety procedures, fire drills, safety equipment, and training.
• Vendor Management: Handle office-related vendors, including meal ordering for team meetings, maintaining office supplies, worldwide delivery companies such as FedEx.
• Administrative Support: Execute general office administrative tasks to ensure a productive environment for the "Dream Team".
• Events: Organize internal and offsite events including meetings, team events, customer, and partner meetings.
• Adhoc duties  - as required by the business.

What we're looking for:

• Education: 2-year college degree (Associate’s) in Business, Finance  or a related field required.
• Experience: Minimum 4 years of prior experience in an office operations, office support, hospitality environment is highly preferred.
• Technical Skills: Proficiency in spreadsheet (Excel), word processing, PowerPoint applications, Google suite.  Experience with Workday is a plus.
• Adaptability: Comfortable transitioning between support to  internal stakeholders  and hands-on office task management.
• Communication: Excellent verbal and written skills; able to foster open communication and build relationships with global stakeholders.
• Operational Excellence: Strong organizational skills with a focus on follow-through and driving for results. Impeccable customer service and interpersonal skills; ability to engage in a positive manner with colleagues at all levels, and with external parties representing GP in a professional manner
• Financial Acumen: Ability to use financial data to drive decision-making and identify cost-saving opportunities.
• Client Service: Patient and effective at handling internal stakeholder requests and managing vendors.

We will consider for employment all qualified applicants who meet the inherent requirements for the position. Please note that background checks are required, and this may include criminal record checks.

The annual gross base salary range for this position is $60,000 - $75,000 plus variable compensation. (This salary reflects a 40-hour work week; compensation for this 20-hour part-time position will be prorated accordingly)

We will consider for employment all qualified applicants, including those with arrest records, conviction records, or other criminal histories, in a manner consistent with the requirements of any applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York City Fair Chance Act.