Associate, Operations Assistant

Bulfinch is seeking a highly organized, proactive, and resourceful Operations Assistant for our Boston office. This individual will play a key role in ensuring the office operations runs smoothly, supporting both corporate and property management teams, and fostering a professional, efficient, and collaborative work environment.

The ideal candidate thrives in a fast-paced commercial real estate environment and can balance administrative, operational, and people-focused responsibilities. They should also be proficient in a variety of technology platforms, including Microsoft Office Suite, PowerPoint, and Canva. Bulfinch actively encourages experimentation with AI tools across every function and values individuals who are eager to leverage technology to improve efficiency and collaboration.

This role requires an in-office presence five days per week and the ability to handle time-sensitive matters in a responsive and effective manner, while continuously seeking ways to streamline and improve office and operational processes. Strong attention to detail, organization, and a proactive mindset are critical for success in this position.

RESPONSIBILITIES:

Office Operations & Administration

• Assist with day-to-day office operations, including office supplies, equipment management, vendor coordination, and facilities maintenance.
• Maintain and track professional memberships, subscriptions, licenses, and other key administrative records.
• Ensure compliance with company policies, office procedures, health and safety requirements, and operational best practices.
• Serve as back-up to the receptionist by answering and directing corporate phone calls in a professional manner.
• Assist with incoming and outgoing mail, shipping, courier services, and package distribution as needed.
• Manage corporate credit card receipts and assist with preparation and submission of monthly expense reports.
• Coordinate the ordering, organization, and inventory management of corporate branded materials and office merchandise.
• Identify opportunities to improve office efficiency, organization, and operational processes through technology and proactive problem-solving.

Executive & Team

• Support Bulfinch’s commitment to innovation and technology, including platforms such as SharePoint, Salesforce, AI tools, and other business systems.
• Maintain and update company contacts and stakeholder information within Salesforce CRM, including clients, tenants, lenders, investors, vendors, and brokers.
• Assist with the preparation and formatting of letters, leasing proposals, presentations, reports, employee communications, benefits materials, and meeting documentation for leadership and project teams.
• Coordinate food and beverage ordering and related logistics for office meetings and company events.
• Provide calendar management, meeting coordination, and scheduling support for senior leadership as needed.
• Assist with special projects and cross-functional initiatives across all departments.
• Leverage technology and AI tools to improve efficiency, organization, communication, and overall team support functions.

Human Resources

• Assist with the administrative aspects of recruiting and onboarding processes, including coordinating university recruiting efforts, scheduling interviews, and welcoming new hires.
• Support new employee orientation and onboarding activities to ensure a positive and seamless employee experience.
• Partner with Human Resources on benefits administration, employee communications, and HR-related initiatives.
• Coordinate bi-yearly corporate headshots and team photos with external photographers and internal teams.
• Assist with employee engagement initiatives, company events, and culture-building activities.
• Support additional HR and administrative projects as needed in a collaborative and team-oriented environment.

Marketing & Leasing

• Assist with internal communications, including intranet updates, corporate newsletters, tenant welcome emails, and other company-wide communications.
• Support leasing and broker communications, including email formatting, contact management, and tracking campaign metrics and engagement statistics.
• Contribute to social media content creation, coordination, and performance tracking to support company branding and engagement efforts.
• Assist with the preparation, formatting, and organization of leasing proposals, presentations, and marketing materials as needed.
• Coordinate printing, binding, and assembly of marketing and presentation materials for meetings and events.
• Support the marketing and leasing teams with broker events, client events, and other corporate initiatives.
• Help maintain brand consistency and professionalism across all communications and marketing materials.

Culture & Employee Engagement

• Plan and coordinate office events, meetings, team-building activities, and company celebrations.
• Foster a positive, professional, collaborative, and inclusive office environment.
• Serve as a point person for employee inquiries and day-to-day office support, ensuring strong communication and responsiveness.
• Support employee engagement initiatives and company-wide programs that enhance culture, morale, and collaboration.

 Position Requirements

• Bachelor’s degree preferred; equivalent experience will be considered.
• 1–3 years of experience in administrative, operations, executive support, or related roles; commercial real estate or professional services experience preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent communication, interpersonal, and customer service skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Canva, and other business technology platforms.
• Comfort experimenting with AI-powered tools and leveraging technology to improve efficiency and collaboration.
• Professional demeanor with the ability to handle confidential information with discretion and professionalism.
• Resourceful problem-solver with a proactive, hands-on approach and strong attention to detail.