Administrative Services Coordinator

About the role

HGA is seeking an Administrative Services Coordinator to join our dynamic team in Boston, MA. This role is pivotal in ensuring our office runs smoothly and our workplace is welcoming.

Responsibilities

• Coordinate daily office services activities and support, including supporting overflow projects from the Administrative Services Manager.
• Handle requests and resolve issues in-person, on the phone, and by email, escalating concerns to management when appropriate.
• Greet guests in a professional, friendly, hospitable manner, determining the nature of business and announcing visitors to appropriate personnel.
• Serve as the purchasing contact for office, building, and supplies, supporting the Administrative Services Manager in maintaining the inventory of all facilities-related supplies and ensuring tools and resources are readily available.
• Support the Administrative Services Manager in coordinating catering for meetings and events, including setting up and breaking down.
• Maintain office storage areas, pantry, and common areas to ensure a safe and organized space, stocking office supplies throughout.
• Develop content for media in various forms, receiving all incoming deliveries and mail, signing for them as needed, and managing office supplies, incoming/outgoing mail, and package distribution.
• Manage all plotter printing, scanning, and archive requests, sending print jobs off-site when needed.
• Utilize and maintain records associated with the departmental corporate credit card, including organizing receipts and backing up related to expense reports.
• Work with the Administrative Services Manager, Office Director, Finance or Administrative staff to obtain approvals and document receipts for all company credit cards.
• Review and maintain files, records, inventory, and database systems, coordinating records retention activities.
• Coordinate records retention activities, organize daily/weekly/monthly internal and external meetings, anticipate and solve scheduling issues, lead, maintain, and report on special projects assigned by the leadership team.
• Perform and facilitate a wide variety of complex and confidential executive duties and projects pertaining to the responsibilities of the department and office leadership teams.
• General Research, develop, and recommend changes in office and departmental operating processes and procedures, including improvements in workflow, office procedures, equipment, and documentation.
• Demonstrate the ability to handle confidential information with integrity and discretion.

Requirements

• 5+ years experience in an administrative and/or office services role.
• Excellent communication skills, both written and verbal, to effectively interact with colleagues, customers, and vendors.
• Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities effectively, and be detail-oriented.
• Proficiency in office software, including calendaring, word processing, spreadsheet, and database programs (e.g., MS Office Suite).
• Ability to identify and resolve issues independently while exhibiting strong problem-solving skills.
• Ability to provide friendly and helpful service to staff, clients, and vendors.
• Ability to operate postage meters, shipping systems, and similar equipment.
• May be required to bend, crawl, and lift up to 50 lbs.

Preferred Expertise

• Supply management experience.
• Tracking budget expenses experience.
• Inventory control experience.
• File management and inventory experience.
• Service industry (or related field) experience.

Benefits

Salary Range: $78,000 - $84,000 depending on qualifications and experience. Eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs.