Office Administrator

Client: Autonomous Vehicle / Technology

Title: Office Administrator

Job Location: Boston, MA

Duration: ~6 Months

Schedule: M-F, 11am-4pm, Part-Time, 25 hours

Work Arrangement: Fully Onsite

The hourly pay rate is commensurate with experience and is an estimated rate provided by WorkGenius.

Job Description

The Office Administrator will be responsible for supporting and overseeing daily workplace operations while creating an organized, welcoming, and efficient office experience for employees and visitors.

This position will serve as the primary on-site resource for office operations, facilities coordination, employee experience, workplace programs, and general administrative support. The Office Administrator will help ensure the workplace remains clean, safe, properly stocked, and fully operational while partnering with internal teams and external vendors to quickly address issues as they arise.

In addition to day-to-day workplace responsibilities, this role will play an important part in supporting employee engagement and office culture through events, programs, onboarding activities, and other site-specific initiatives.

The ideal candidate is proactive, highly organized, service-oriented, and comfortable working independently. This individual should be capable of managing multiple priorities simultaneously, communicating effectively with employees and leadership, and adapting quickly within a fast-paced environment.

Responsibilities

Workplace Operations

• Take ownership of daily office operations and ensure the workplace remains organized, functional, safe, and welcoming for employees and visitors.
• Conduct routine walkthroughs of office spaces to identify cleanliness, maintenance, safety, supply, or operational issues that require attention.
• Manage office, kitchen, facilities, and general workplace supplies by monitoring inventory levels and coordinating ordering and restocking activities.
• Maintain appropriate supply levels to ensure employees have access to necessary workplace materials, kitchen items, and other frequently used resources.
• Serve as the primary point of contact for on-site facilities and IT-related issues.
• Submit, monitor, and follow up on facilities and technology support tickets to ensure issues are addressed and resolved in a timely manner.
• Coordinate directly with building management, property teams, and external vendors regarding repairs, preventative maintenance, cleaning services, and other workplace needs.
• Manage incoming and outgoing mail, packages, and deliveries, including receiving items and ensuring they are distributed to the appropriate employees or teams.
• Partner with cross-functional organizations such as IT, Human Resources, Facilities, Food Programs, and other internal teams to provide on-site support and maintain seamless workplace operations.
• Proactively identify workplace issues and coordinate appropriate solutions before they negatively impact the employee experience.

Employee Experience & Culture

• Plan, coordinate, budget, and execute site-specific employee events and engagement activities.
• Support events such as holiday celebrations, social gatherings, team-building activities, employee appreciation initiatives, and other company-sponsored events.
• Coordinate on-site employee programs, including daily meal services, snacks, beverages, and other workplace amenities.
• Work with vendors and internal stakeholders to ensure food and beverage programs operate consistently and meet office needs.
• Support the development of an engaging and inclusive workplace culture through seasonal decorations, holiday activities, and broader company engagement initiatives.
• Serve as a reliable resource for employees regarding office-related questions, programs, services, and workplace information.
• Gather employee feedback regarding the workplace experience and communicate relevant information, concerns, and opportunities to appropriate internal stakeholders.
• Maintain and update internal office resources, including wiki pages, site-specific intranet pages, workplace instructions, and other internal documentation.
• Ensure employees have access to accurate and current information regarding office operations, resources, policies, and site-specific programs.

Administrative & Strategic Support

• Manage and monitor the office budget, including tracking workplace expenses and maintaining appropriate financial documentation.
• Coordinate with leadership and internal stakeholders regarding office spending, upcoming needs, and budget considerations.
• Provide administrative support to local leadership for ad-hoc requests and operational needs.
• Coordinate and support the onboarding and orientation process for new employees joining the local office.
• Help ensure new hires have the appropriate workplace information, resources, and support needed for a smooth transition into the office.
• Partner with leadership and Facilities teams to support office space planning and evaluate future workplace requirements based on projected headcount.
• Assist with workspace assignments, seating considerations, and other planning activities associated with office growth or organizational changes.
• Provide logistical and operational support for important meetings, presentations, broadcasts, and company events.
• Coordinate meeting spaces, technology, equipment, and other logistical requirements to help ensure important meetings and broadcasts operate smoothly.

Qualifications

• 2–5 years of professional experience in office administration, office management, workplace operations, facilities coordination, employee experience, or a similar role.
• Previous experience supporting workplace operations within a high-growth technology company or similarly fast-paced environment is preferred.
• Demonstrated ability to provide high-quality, employee-facing service while maintaining professionalism and strong attention to detail.
• Strong organizational and time-management skills with the ability to manage multiple responsibilities and deadlines simultaneously.
• Ability to effectively prioritize competing requests and adjust quickly as workplace needs and priorities change.
• Comfortable working independently and taking ownership of office-related responsibilities with limited day-to-day supervision.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to develop productive working relationships with employees, leadership, internal cross-functional teams, building management, and external vendors.
• Experience managing vendor relationships and coordinating repairs, maintenance, cleaning, food services, or other workplace services.
• Experience planning and coordinating employee events, engagement activities, meetings, or similar workplace programs.
• Hands-on experience supporting day-to-day facilities and office operations.
• Proactive and solution-oriented approach with the ability to identify potential issues and take appropriate action to resolve them.
• Strong attention to detail and commitment to maintaining an organized, professional, and positive workplace environment.
• Proficiency with Google Workspace and related productivity applications.