Office Services Coordinator - Reprographics/ Hospitality/ Mailroom

Job Description

Job Title: Office Services Lead

Location: Back Bay, Boston

Job Description:

We are actively seeking a dynamic and driven Office Services Lead to support daily operations for a private equity firm located in Boston’s Back Bay. This is a high-exposure role that requires a hands-on, proactive individual with a service-first mindset and the desire to grow within a fast-evolving company.

You’ll be responsible for the seamless coordination of office services including reception, hospitality, mailroom, print, supplies, and facilities support. This role sits between an Office Services Associate and an Office Manager, offering a unique opportunity for growth, visibility, and increased responsibility. The ideal candidate has a "can-do" attitude, takes pride in ownership, and is not afraid to roll up their sleeves to get the job done.

Shift: Monday–Friday, 8:30 AM – 5:30 PM

Pay Rate: $25.50 – $26.27/hr

Key Responsibilities:

Reception Management:

• Act as the first point of contact for all visitors and vendors; deliver a professional, warm, and efficient guest experience.
• Manage visitor check-ins, security procedures, and notify relevant staff upon arrival.
• Maintain the reception area to the highest standard, ensuring a welcoming and polished space at all times.
• Answer and route incoming calls with professionalism and clarity.

Hospitality Support:

• Set up and break down conference rooms for internal and client meetings.
• Coordinate daily refreshments and high-end catering for meetings and executive events.
• Anticipate guest needs and proactively offer assistance before being asked.
• Ensure kitchen and pantry areas are clean, stocked, and aligned with firm standards.

Print Services:

• Operate high-volume multifunction printers and copiers for firm documents.
• Handle confidential and time-sensitive printing and binding requests with accuracy.
• Troubleshoot printer/copier issues and coordinate with vendors for repairs or maintenance.
• Ensure supply of paper, toner, and other materials is always stocked.

Mailroom Operations:

• Sort and distribute incoming mail and packages promptly.
• Coordinate all outgoing mail, FedEx/UPS shipments, and internal courier requests.
• Maintain tracking logs for deliveries and ensure secure handling of sensitive items.
• Liaise with vendors and shipping partners to ensure timely service.

Supplies & Inventory Management:

• Monitor and reorder office and pantry supplies as needed, avoiding shortages.
• Keep detailed records of inventory and vendor communications.
• Partner with leadership on budget tracking and cost-saving suggestions.

Team Support & Oversight:

• Provide guidance and support to junior facilities or office team members.
• Step into any function as needed — flexibility and teamwork are essential.
• Assist in facilities coordination, such as office moves, equipment setups, or space planning.

Requirements:

• Prior experience in a legal, financial services, or corporate office environment preferred.
• Strong multitasking and organizational skills with keen attention to detail.
• A “no task too small” mindset — willing to get your hands dirty to keep things running smoothly.
• Excellent communication and interpersonal skills.
• Ability to anticipate needs and proactively solve problems.
• Professional appearance and demeanor with a focus on exceptional service.
• Strong computer skills, including Microsoft Office and familiarity with office equipment.

Why This Role?

This is a growth opportunity for someone eager to build their career within a high-performing, evolving company. You'll gain exposure to multiple corporate functions, work alongside senior leadership, and play a vital role in creating a welcoming and efficient office environment. If you thrive in a fast-paced setting, enjoy being the go-to person, and want to grow your operational skill set, this role is for you.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.