Office Administrator

About the role

We are seeking an organized, proactive, and detail-oriented Office Administrator to support the day-to-day operations of our Boxborough, MA office. This is a great opportunity for an experienced administrative professional who enjoys creating a welcoming, well-organized office environment, supporting employees and leadership, and ensuring daily operations run smoothly.

You will join one of our 45 offices in the US, be part of a committed team of over 1,500 professionals, and work both independently and collaboratively. You will be welcomed into a rapidly growing business and empowered to make an impact. You will be valued, cared for, and challenged on your path to becoming a world-class professional, surrounded by leaders committed to creating an environment that enables you to realize your own success and fulfillment.

When you join Design Group as an Office Administrator, you will play an important role in supporting our Boxborough office of approximately 80 professionals. You will partner with office leadership, engineers, technical specialists, and other team members to maintain an efficient, professional, and welcoming workplace.

Key Responsibilities

• Serve as the primary point of contact for employees, clients, visitors, candidates, and vendors, providing a welcoming and professional office experience.
• Oversee day-to-day office operations, ensuring reception areas, conference rooms, common spaces, and kitchen facilities are organized, stocked, and maintained.
• Provide general administrative support to office leadership and team members, responding to requests and ensuring timely follow-through.
• Coordinate meetings, including scheduling, conference room arrangements, catering, lunches, and other logistical needs.
• Assist with travel arrangements, reservations, and itineraries for employees as needed.
• Order, monitor, and replenish office supplies, kitchen inventory, and other materials necessary for daily operations.
• Serve as a primary point of contact for building management and the landlord, coordinating maintenance requests, work orders, and other facility-related needs.
• Assist with the planning and coordination of annual office events, seasonal activities, employee gatherings, and celebrations.
• Prepare, update, and format basic business documents, spreadsheets, and PowerPoint presentations as needed.
• Maintain organized electronic and physical records, ensuring information is accurate and accessible.
• Support general office communications and administrative processes, including correspondence, mail distribution, and coordination with internal teams.
• Assist with basic expense reconciliation and administrative reporting as needed.
• Identify opportunities to improve office organization, efficiency, and administrative processes.
• Take ownership of assigned tasks and requests, ensuring they are completed accurately and in a timely manner.
• Handle confidential and sensitive information with professionalism and discretion.
• Provide additional administrative and operational support as needed.

Qualifications

• 5+ years of administrative, office coordination, or office management experience, preferably within a professional office environment.
• High school diploma or equivalent required; a college degree is not required.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities and manage competing requests.
• Excellent verbal and written communication skills, with a polished, professional, and approachable demeanor.
• Strong interpersonal skills and a service-oriented mindset, with the ability to build positive relationships with employees, leadership, clients, and vendors.
• Demonstrated ability to work independently, take initiative, and follow tasks through to completion.
• Strong attention to detail and commitment to accuracy.
• Comfortable learning and navigating office software, administrative systems, and new technology.
• Flexible, adaptable, and willing to assist with a variety of administrative and office-related responsibilities.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to work onsite at our Boxborough, MA office five days per week.

Nice to Have

• Previous administrative experience in an engineering, architecture, construction, consulting, or other professional services environment.

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At Barry-Wehmiller we recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If your experience is close to what you see listed here, please still consider applying. We know that our differences often can bring about innovation, excellence and meaningful work-therefore, people from all backgrounds are encouraged to apply to our positions.

Applicants may be subject to pre-employment screening which may include drug screening, reference checks, employment verifications, background screening and/or skills assessments.