Office Administrator

An exciting Biotech company is looking for an Office Administrator to support daily office operations and facilities management at the Waltham, MA headquarters. This individual will serve as a key on-site resource, ensuring a well-functioning, organized, and welcoming workplace. The ideal candidate is dependable, proactive, and able to manage both routine responsibilities and ad hoc projects in a fast-paced environment.

This role is based in Waltham, MA and requires full-time, on-site presence (5 days per week).

Key Responsibilities

• Serve as the primary on-site point of contact, greeting and directing visitors while maintaining a professional and welcoming office environment
• Act as a resource for employees, addressing day-to-day operational needs and troubleshooting issues as they arise
• Partner with property management to resolve building-related matters efficiently
• Manage site security processes, including badge access and distribution
• Oversee access to building amenities such as parking and fitness facilities
• Coordinate all mail and package logistics, including domestic and international shipments, in collaboration with internal teams
• Maintain inventory of office and kitchen supplies, ensuring consistent stock of essential items
• Administer office services such as meal programs, including vendor coordination, delivery oversight, and cost tracking
• Ensure cleanliness and organization of shared spaces, coordinating with building services as needed
• Support internal events by assisting with planning, logistics, vendor coordination, and on-site execution
• Coordinate meeting logistics, including scheduling, catering, and room setup in partnership with executive support and IT teams
• Manage and update on-site digital displays and contribute to internal communications platforms to ensure timely and accurate information sharing
• Maintain departmental resources and materials to support internal initiatives
• Organize and prioritize multiple tasks and projects, ensuring timely and effective execution
• Identify operational challenges and proactively implement solutions
• Support special projects and additional initiatives as assigned

Qualifications

• Associate’s or Bachelor’s degree in Business Administration or a related field, with at least 1 years of administrative or office management experience
• Strong communication and interpersonal skills, with the ability to engage professionally with employees, visitors, and external partners
• Highly organized with exceptional attention to detail
• Ability to manage multiple priorities and adapt in a fast-paced environment
• Sound judgment and the ability to remain composed in time-sensitive situations
• Demonstrated initiative and a proactive, solutions-oriented mindset
• Ability to work independently while maintaining a strong sense of accountability
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, etc.)
• Commitment to maintaining high ethical and professional standards

Compensation:

• $67-75k range