Office Coordinator

Job Summary:

The Office Administrator is responsible for ensuring the smooth, professional, and efficient operation of the front office and administrative functions. This role serves as the first point of contact for visitors, employees, and vendors, while proactively supporting daily operations, communication, and workplace organization.

This is a fully onsite position based at our headquarters in Lynn, MA, requiring consistent in-person presence to support daily office operations and team needs. The ideal candidate demonstrates a high level of ownership, discretion, and professionalism, and is detail-oriented, tech-savvy, and able to prioritize and triage competing demands with calmness and clarity in a fast-paced environment.

 

Role and Responsibilities:

Reception & Visitor Experience

• Serve as the first point of contact for all visitors, vendors, and guests.
• Create a welcoming, professional, and organized front office environment.
• Coordinate visitor logistics including scheduling, communication, and meeting preparation.
• Maintain conference rooms, reception, and common areas to company standards.

Administrative Operations

• Manage incoming and outgoing mail, packages, and deliveries.
• Process and maintain documentation (e.g., invoices, tax documents).
• Support finance-related tasks such as deposits and expense reconciliation.
• Maintain organized digital and physical filing systems.

Office & Facility Coordination

• Monitor, order, and restock office and kitchen supplies.
• Ensure office spaces (kitchen, café, storage, restrooms) are clean, stocked, and functional.
• Receive, move, and organize deliveries, supplies, and materials.
• Identify and communicate facility or safety concerns in a timely manner.

Employee & Team Support

• Assist with onboarding logistics (desk setup, supplies, coordination with HR).
• Support internal meetings, events, and company initiatives.
• Provide administrative support to leadership and cross-functional teams.

Planning & Communication

• Help manage room calendars, reservations, and visitor schedules.
• Communicate clearly and proactively with internal teams.
• Align regularly with manager on priorities, upcoming needs, and follow-ups.

 

Performance Expectations:

Ownership & Accountability

• Takes full responsibility for assigned tasks and follows through to completion.
• Proactively identifies needs and takes action without requiring direction.

Organization & Attention to Detail

• Maintains a consistently organized workspace and systems.
• Ensures accuracy in scheduling, documentation, and communication.

Proactivity & Anticipation

• Anticipates needs for visitors, meetings, and supplies in advance.
• Identifies potential issues early and works to resolve them.

Communication

• Communicates clearly, timely, and professionally.
• Provides updates and follows up without prompting.

Reliability & Consistency

• Demonstrates dependable execution of daily and weekly responsibilities.
• Maintains high performance standards even during busy periods.

Confidentiality & Discretion

• Handles sensitive and confidential information with professionalism and integrity.
• Exercises sound judgment in managing communications and documents.
• Maintains confidentiality across employee, financial, and operational matters.

Prioritization & Composure

• Effectively assesses and prioritizes competing demands throughout the day.
• Demonstrates the ability to triage requests calmly and make sound decisions under pressure.
• Maintains a composed, professional demeanor in a fast-paced or changing environment.
• Adjust priorities as needed while ensuring critical tasks are completed accurately and on time.

Execution & Efficiency

• Utilizes systems and technology effectively to manage tasks and communication.
• Demonstrates accuracy and efficiency in administrative processes and tools.

 

LEVEL OF RESPONSIBILITY:

This position works with a high degree of ownership and independence under general supervision and is responsible for the day-to-day coordination of front office and administrative operations at the Lynn headquarters. The role requires sound judgment, discretion, and the ability to prioritize competing demands while supporting visitors, employees, vendors, leadership, and cross-functional teams in a professional and timely manner. This position is accountable for maintaining an organized, efficient, and welcoming office environment, handling confidential information appropriately, and ensuring assigned responsibilities are completed accurately and proactively.

 

SKILLS REQUIRED:

• 3–5 years of experience in office administration, front office coordination, executive support, or a similar administrative role.
• Advanced proficiency in Microsoft Office, especially Outlook, Teams, Word, and PowerPoint.
• Strong calendar management, meeting coordination, scheduling, and communication skills.
• Ability to create, edit, and format professional documents, presentations, and internal communications with accuracy and attention to detail.
• Experience using administrative systems, online ordering platforms, and other digital office tools efficiently and accurately.
• Strong organizational skills with the ability to manage multiple priorities and maintain both digital and physical filing systems.
• Excellent judgment, discretion, and ability to handle confidential information professionally.
• Proactive, solution-oriented mindset with the ability to anticipate needs and take initiative without constant direction.
• Ability to remain calm, professional, and effective in a fast-paced environment with competing demands.
• Service-oriented approach with strong interpersonal skills and a professional presence when supporting employees, visitors, vendors, and leadership.

 

Technical Skills

• Advanced proficiency in Microsoft Office, including Outlook, Teams, and PowerPoint
• Strong ability to manage calendars, meetings, communications, and scheduling within Outlook and Teams
• Confident creating, editing, and formatting professional presentations, documents, and communications.
• Experience utilizing administrative systems, online ordering platforms, and digital office tools with accuracy and efficiency.
• Demonstrates strong overall technical aptitude and the ability to quickly learn and adapt to new systems and technology.

 

ADDITIONAL KNOWLEDGE, SKILLS AND ABILITIES:

• Highly organized and detail-oriented
• Proactive and solution-oriented
• Calm, steady, and effective under pressure
• Strong judgment and prioritization skills
• High level of integrity and discretion
• Positive, professional, and service-oriented mindset

 

WORKING CONDITIONS AND PHYSICAL EFFORT

Physical Demands/Efforts:

• Ability to lift and carry items up to 20 lbs.
• Ability to restock supplies, including paper and kitchen items.
• Comfortable moving boxes, files, and materials as needed.
• Able to be on feet intermittently throughout the day (e.g., preparing rooms, organizing spaces, supporting events)

Mental & Visual Demands:

• Work performed by this position requires moderate mental concentration to effectively execute moderately complex tasks.
• Work requires continuous visual effort for extended periods of time.

Work Environment and Hazards

• Employee typically works in a normal office environment free from excessive noise and hazards.
• This position has some exposure to hazards that might cause minor injury.
• Travel is not required for this position