Office Coordinator

This is a part-time opening for 20 hours a week with the potential to increase to 40 hours a week after 3 months.

Responsibilities

• Serve as the first point of contact for clients, visitors, and vendors, maintaining a professional and welcoming reception area.
• Answer and direct incoming phone calls, take messages, and respond to general inquiries.
• Receive, sort, distribute, and prepare outgoing mail, packages, and deliveries.
• Coordinate courier services, shipping, and overnight deliveries.
• Manage office supply inventory and place orders to ensure adequate stock levels.
• Maintain kitchen, conference room, and common area supplies.
• Coordinate catering orders for meetings, trainings, client events, and office functions.
• Set up and clean conference rooms before and after meetings.
• Partner with building management and office vendors for maintenance, repairs, cleaning services, and facility-related needs.
• Track vendor invoices and assist with processing and payment coordination.
• Schedule and coordinate service appointments with office vendors and contractors.
• Assist with onboarding logistics, including workspace preparation and office access requests.
• Monitor office equipment and coordinate service calls for copiers, printers, and other office machinery.
• Maintain organized filing systems and office records.
• Provide administrative support to firm leadership and staff as needed.
• Assist with coordinating employee engagement activities, celebrations, and special events.
• Support various operational and administrative projects as assigned.

Requirements

• 2+ years of experience in an office coordinator, receptionist, administrative assistant, or office management role.
• Experience working in a professional services environment preferred; public accounting, legal, consulting, or financial services experience is a plus.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Exceptional organizational skills with strong attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Experience coordinating vendors, facilities requests, and office operations.
• Professional demeanor and presentation with the ability to interact confidently with clients and executives.
• Ability to work independently and proactively solve problems.
• High level of discretion and confidentiality.

Schedule

Part-time, 20 hours per week with the potential to increase to 40 hours per week after 3 months.

Benefits

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility.