Reception & Office Coordinator

This position is onsite at our Bedford, MA office

Office responsibilities
• Collaborate with management and local team on various tasks, including hiring and interviews, event planning, coordinating deliveries, managing the reception area, and greeting visitors.
• Oversee all aspects of customer visits, such as catering, dinner reservations, transportation, and special events. Work closely with the sales team and innovation center visit team to ensure seamless visits.
• Maintain relationships with local vendors (catering, supplies, snacks, coffee, IT, etc.) and building management.
• Manage daily office operations, including sourcing, purchasing, vendor relations, and handling employee requests.
• Order catering and groceries for daily office lunches, visitors, and general office use.
• Conduct daily quality checks around the office to ensure a high standard of maintenance and organization.
• Seek ways to improve and streamline existing office processes and systems.
• Plan and organize in-house and off-site activities, such as celebrations and conferences.
• Take on special projects as needed, such as patent filings.
• Notarize documents (training and certification as a notary public will be sponsored by the company if necessary).

Facilities responsibilities
• Coordinate facilities services, including custodial, landscaping, and security services.
• Monitor and manage facility access and safety protocols, including security systems and protocols.
• Ensure compliance with all regulations and codes related to building safety and maintenance.
• Develop and maintain relationships with stakeholders to ensure a high level of customer service.
• Participate in the development of long-term plans for facility maintenance, space planning, upgrades, and improvements, including assisting in budget development and management.
• Provide regular reports on facility operations, expenses, and projects to Director of Facilities.

Qualifications and Skills
For this role, we are looking for outstanding communication and problem-solving skills, decisiveness, and attention to detail.
• Enthusiasm, service orientation, and strong ability to get things done
• Excellent time management and organizational skills
• The ability to easily connect and communicate with people both within and outside of our company
• Demonstrated discretion and judgment with prior experience handling sensitive information
• Demonstrated experience balancing demands of a fast paced, team-focused, work environment while creating staff systems and processes
• Comfortable making decisions with little supervision or direction, and takes work on with a “can-do” and “make-it-happen” attitude
• Ability to work independently and part of a team
• Proficiency with MS Office products
• Proficiency with Google apps (Gmail, Gcal, Gdocs, Gdrive) required. Familiarity with collaboration and document-sharing technology helpful (Slack, Box, Dropbox, etc).
• Experience using and troubleshooting a variety of office equipment, including: scanners, printers, screen sharing, wifi connection, A/V, etc

This job is not eligible for visa sponsorship.

9210-2401CL