Office Coordinator

Our Vaccine client located in Boston, MA is growing and looking to add an Office Coordinator/Concierge to their growing team!  This role will be the “first impression” and at the heart of their new Boston location (will need to be onsite 5 days/week).   The OC will be the main point of contact for guests/employee arrivals, the go-to for office/conference/facilities needs and bring a positive, beaming attitude to this new environment!  This role will coordinate office activities and operations while providing clerical and administrative support to some members of the management team.  Responsibilities include but not limited to: 

  • Supports office activities and functions to maintain efficiency and compliance with company policies.
  • May prepare agendas, make travel arrangements, and maintain calendars for certain members of senior management.
  • May assist with maintaining records, documentation, and files for departments as needed.
  • Primary contact for facilities maintenance including office and kitchen equipment.
  • Works closely with IT, Lab Manager, HR Coordinator, and building staff.
  • Provides clerical support such as answering the company’s main phone line, receiving packages, sorting and distributing mail, and preparing documents.
  • Maintains inventory of office supplies; orders new supplies as needed.
  • Prepares conference rooms for meetings (i.e. coordinates with IT to ensure correct equipment is set up, sets out group meals and/or beverages for certain meetings)
  • Ensures that meeting spaces and other group spaces such as kitchen areas and the reception area are tidy.
  • Manages schedules for conference and community spaces.
  • Greets visitors to the office, ensuring guests are comfortable and are connected with the right office personnel.
  • Assists HR team with all-company events.
  • Performs other related duties as assigned.


  • High school diploma or equivalent required; Associates degree in office administration or related field preferred.
  • At least 3+ years of administrative and clerical experience required.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to prioritize tasks.
  • Ability to function well in a high-paced and at times stressful environment.
  • Basic understanding of how to operate standard business equipment.
  • Proficient with Microsoft Office Suite or related software.


  • This role must be performed on-site at our Boston office.
  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.
  • May be required to travel (including overnight stays) for certain all-company events (3-4 times per year).