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Operations Coordinator

  • Full Time
  • Boston
Related Beal

Website

Position Overview
We are seeking a creative and collaborative Operations Coordinator with a passion for community driven placemaking. This individual is detail oriented with the ability to learn and thrive in a fast-paced environment and holds a strong administrative, operations and customer service skillset.

This position is in person daily and is located at the Related Beal corporate office – 177 Milk Street, Boston, MA 02109.

Position Responsibilities

Office Services Support

  • Reception and Conference Rooms
  • Welcome, greet and direct guests in a friendly and professional manner
  • Notify employees when their guests have arrived
  • Coordinate guest arrivals, assisting with coats, umbrellas and personal items, offering storage if needed and escort guests to designated conference room/meeting location
  • Answer and directs incoming calls to appropriate personnel. Solve routine issues and escalate accordingly
  • Maintain a friendly and personable disposition
  • Ensure the reception area is always clean and tidy
  • Maintain daily schedules for nine conference rooms, reserve conference rooms by request, resolve any conference room conflicts
  • Maintain conference room upkeep, keep refrigerators and all supplies stocked daily, monitor room temperatures/air flow
  • Assist with meetings set-up and breakdown
  • Perform all general mail services for daily incoming and outgoing USPS mail, overnight mail and courier requests
  • Coordinate and execute office-catering requests, including catering set-up and breakdown
  • Assist with general hospitality services including maintaining presentable, clean and stocked/organized kitchens and copy rooms
  • Assist with general administrative tasks including document production (printing, scanning, binding, laminating), data entry and filing as needed

Administrative Support to 3 Executives (Support Needs Vary By Executive)

  • Schedule and manage executives’ busy and ever-changing calendars for both internal and external meeting requirements, board meetings, speaking events, travel, presentations, property visits, industry functions and personal appointments & obligations. Will need to be aware of/plan for travel time/flexibility between time commitments, as well as prep time needed for each appointment or engagement
  • Review calendars daily and remind throughout the day to keep executives on schedule. Proactively review 3-4 weeks out on daily basis to ensure calendars up to date and to resolve potential conflicts
  • Work with the executives on synthesis of internal, external, and board meetings agendas, meeting materials and actions items follow up in advance of the meetings
  • Assist with scheduling multiple team meetings, tracking attendance and follow up
  • Assist the executives’ teams with scheduling internal and external meetings and with basic administrative tasks
  • Maintain executives’ task lists, re-prioritizing on a daily, weekly, monthly and annual basis
  • Act as the administrative point of contact for executives
  • Make phone calls on behalf of executives
  • Prepare monthly expense reports
  • Plan catering for internal meetings
  • Arrange domestic travel
  • Maintain and keep accurate office filings, electronic libraries and contacts database
  • Assist with letter creation and formatting, data entry, filing, scanning
  • Assist with ad hoc projects using Word, Excel, and PowerPoint
  • Arrange meals as requested

Position Qualifications

  • A minimum of 2 years of relevant office/administrative support experience
  • Strong communication skills, both written and verbal
  • Excellent professional demeanor with the ability to work with a wide range of levels and management
  • Keen attention to detail
  • Must possess strong organizational skills
  • Comfortable working in a fast-paced environment, ability to multi-task, shift direction easily and prioritize
  • Good judgment, discretion and strong discipline
  • Experience in a role that requires a high level of discretion with confidential information
  • Team player, self-starter
  • Reliable
  • Strong proficiency with Microsoft Office Applications, Microsoft Outlook, WebEx, Zoom and Box
  • Experience working in a corporate environment is highly preferred
  • Associate’s degree or Bachelor’s degree preferred
  • Notary Public not required, but a plus

Employee Benefits

  • Personalized Health Care: Medical, dental, and vision plan options; Employee Assistance Program
  • Financial Benefits: Competitive salary and incentive packages; matching 401(k); FSAs and HSA; employer-paid life and AD&D insurance; paid leave and disability programs
  • Social Wellness: 19+ days of PTO; mental health counseling and resources; fertility, surrogacy, and adoption assistance; volunteer days and donation matching
  • Career Development: Learning and training programs; tuition and certification reimbursement; internal advancement opportunities

Please note that Related Beal has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees. As a condition of employment, Related Beal employees working on-site are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.

Related Companies is an equal opportunity employer.