Office Services Coordinator

Position Summary

TA Realty is seeking a proactive, highly organized Office Services Coordinator to support the day-to-day operations of our Boston office and help maintain a professional, efficient, and welcoming workplace.

This highly visible role is responsible for coordinating office services, vendor relationships, workplace resources, and the many operational details that contribute to a well-run office. The successful candidate will take ownership of workplace needs from identification through resolution, exercising sound judgment and initiative to address issues efficiently and proactively.

Working closely with the Director of Operations, this individual will serve as a key point of contact for employees, building management, vendors, contractors, and service providers. The ideal candidate is resourceful, service-oriented, detail-focused, and comfortable managing both established responsibilities and evolving priorities in a dynamic corporate environment.

Key Responsibilities

Support to the Director of Operations

• Serve as a trusted partner to the Director of Operations on workplace initiatives, process improvements, events, and other firmwide projects.
• Provide administrative support, including scheduling, communications, expense coordination, and special projects as needed.
• Independently draft clear, professional firmwide communications, announcements, and calendar invitations.
• Proactively identify operational issues, recommend practical solutions, and ensure matters are followed through to completion.

Facilities & Building Management

• Lead daily facilities operations and serve as the primary point of contact for building management, property management, engineering teams, contractors, and facilities vendors.
• Manage maintenance requests, work orders, repairs, preventative maintenance, inspections, and building-related issues through completion.
• Conduct routine workplace assessments to identify maintenance, safety, appearance, and operational needs and proactively coordinate corrective action.
• Oversee vendor performance and service agreements for areas such as cleaning, maintenance, HVAC, security, pest control, office equipment, waste management, and other building services.
• Coordinate office improvements, furniture installations, space modifications, moves, and facilities-related projects.
• Participate in building management meetings, emergency preparedness programs, safety initiatives, and facilities training.
• Maintain facilities documentation, vendor records, certificates of insurance, service schedules, emergency procedures, and other operational records.
• Partner with building management and internal stakeholders on emergency response, life-safety procedures, workplace security, and business continuity initiatives.

Workplace Operations

• Manage daily workplace operations for the corporate office, supporting employees, leadership, visitors, vendors, and business partners.
• Develop and maintain operational systems for facilities activity, vendor management, workplace resources, inventory, purchasing, access management, and administrative workflows.
• Create centralized tracking and reporting tools to provide visibility into vendor expenses, workplace spending, service activity, inventory levels, and operational priorities.
• Manage office supply inventory, workplace amenities, snack and beverage programs, purchasing requests, and vendor orders.
• Coordinate invoice processing, expense administration, purchase tracking, and vendor billing to support accurate financial management and budget oversight.
• Manage shipping and receiving operations, including USPS, FedEx, courier services, certified mail, and package tracking.
• Identify opportunities to streamline processes, improve service delivery, reduce inefficiencies, manage costs, and enhance overall workplace effectiveness.

Security, Access & Workplace Safety

• Oversee employee badge inventory, access control procedures, visitor and guest access, and associated documentation.
• Coordinate onboarding and offboarding requirements related to workplace access, office resources, and facilities.
• Maintain accurate access and security records and partner with appropriate teams to address workplace security concerns.
• Support emergency preparedness, evacuation procedures, safety communications, and workplace compliance initiatives.

Employee & Workplace Experience

• Ensure office spaces, conference rooms, common areas, and workplace amenities consistently meet professional standards.
• Coordinate conference room scheduling, meetings, catering, employee events, and workplace logistics.
• Support employee engagement initiatives, cultural celebrations, wellness activities, and internal workplace communications.
• Partner with Stakeholders and internal teams to anticipate workplace needs and provide a consistently high level of service to employees and visitors.
• Utilize Microsoft 365, Teams, SharePoint, Concur, Asana, and workplace management platforms to manage operations, communications, documentation, and resources.

Qualifications

• 5+ years of progressive experience in facilities coordination, workplace operations, corporate services, office operations, or a related field.
• Demonstrated experience managing corporate facilities, building relationships, vendors, maintenance programs, and workplace services.
• Strong vendor management, contract administration, purchasing, expense management, and budget-tracking capabilities.
• Experience coordinating facilities projects, office moves, space planning, and workplace improvements.
• Strong understanding of workplace safety, security, access control, emergency preparedness, and facilities best practices.
• Exceptional organizational and project management skills with the ability to manage multiple priorities and respond effectively to changing business needs.
• Excellent interpersonal and communication skills with the ability to interact professionally with senior leadership, employees, building management, contractors, and external partners.
• Strong problem-solving skills with a proactive, hands-on approach and a high degree of ownership and accountability.
• Advanced proficiency in Microsoft 365 and experience with workplace management, purchasing, scheduling, and collaboration platforms.
• Ability to handle confidential and sensitive information with discretion and sound judgment.