Office Administrator (Part Time)

Office Administrator (Boston/Stoneham Office)

Location: Boston/Stoneham, MA

Type: Part‑Time | On‑Site (16–24 hours per week)

About Naviam

Naviam is growing, and we’re looking for an organized, proactive, and people‑focused Office Administrator to help ensure our Boston/Stoneham office runs smoothly. This role is central to creating a professional, welcoming, and efficient workplace experience for employees and visitors alike. If you thrive in a dynamic environment and enjoy being the go‑to person who keeps operations moving, we’d love to meet you.

About The Role

The Office Administrator ensures seamless day‑to‑day operations of the Boston/Stoneham office. This role provides core administrative support and serves as the on‑site operational anchor—coordinating facilities, managing vendors, assisting employees, and partnering closely with HR, Finance, IT, and leadership.

Schedule:

• 16–24 hours per week
• Two full on‑site days required
• Thursday availability is required
• Flexibility to adjust weekly hours and schedule based on office and operational needs
  
  
  

Key Responsibilities

Office Operations & Facilities

• Oversee daily office operations, including opening/closing procedures and maintaining shared spaces
• Manage relationships with building management, cleaners, maintenance teams, and local vendors
• Coordinate office moves, seating changes, and basic space planning
• Serve as the primary point of contact for all local facilities issues and escalations
  
  
  

Administrative Support

• Assist with scheduling meetings and appointments
• Manage incoming and outgoing mail and packages
• Handle filing, document management, and data entry
• Maintain office supplies and ensure a professional, organized office environment
• Support staff with various administrative tasks as needed
• Liaise between management and internal departments to support smooth company operations
• Answer and route calls on a multi‑line phone system, taking accurate messages
• Compose, prepare, and proofread correspondence, memos, and reports while maintaining confidentiality
• Perform other related duties as assigned
  
  
  

Employee Experience & On‑Site Support

• Act as the primary on‑site point of contact for employees working in or visiting the office
• Support onboarding logistics for new hires, including workspace setup, badges, and access
• Coordinate in‑office events, meetings, and employee gatherings
• Foster an inclusive, welcoming, and well‑organized office environment
  
  
  

Vendor & Budget Management

• Order and manage office supplies, refreshments, and equipment within approved budgets
• Track and submit invoices; partner with Finance on approvals and cost controls
• Identify and recommend cost‑effective improvements to office operations
  
  
  

Coordination & Communication

• Partner with HR on employee‑related office needs and policy communication
• Coordinate with IT on equipment setup and on‑site troubleshooting
• Communicate office procedures, expectations, and updates to employees
• Support leadership with ad‑hoc operational tasks
  
  
  

Qualifications

• Strong organizational and time‑management skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to multitask and prioritize in a fast‑paced environment
• Highly reliable, proactive, and detail‑oriented
• Strong interpersonal skills; comfortable supporting employees at all levels
• Ability to manage multiple vendors and competing priorities
• Experience in office management, operations, or facilities coordination preferred
• Experience working in a growing or fast‑moving organization preferred