Office Operations Coordinator

Boston Engineering improves the way people work and live through innovative product design and novel engineering. We are product designers and engineers for the Medical, Industrial, Commercial, and Defense sectors. Experts in robotics, motion control and embedded systems, DFX, and digital transformation, we are ISO 9001 and ISO 13485 certified.  Seeking innovative, passionate self-starters who are looking to work in an environment where curiosity and drive are encouraged and rewarded. Founded in 1995, we are located in Waltham, MA.

Job Description

Boston Engineering is seeking an experienced Office Operations Cooridinator  to oversee day-to-day administrative operations and provide high-level executive support. This role requires a proactive, organized individual who thrives in a fast-paced environment and can work independently with minimal supervision. The ideal candidate will demonstrate professionalism, discretion, flexibility, and resourcefulness while interacting with all levels of staff.

Front Office Operations

• Manage office and kitchen supply inventory and ordering
• Serve as the primary contact with building management and external vendors
• Plan and coordinate internal company events
• Welcome visitors and prepare meeting spaces
• Coordinate catering for breakfast/lunch meetings, including setup and cleanup
• Handle incoming/outgoing mail and shipping logistics
• Arrange travel accommodations as needed
• Provide administrative support for cross-departmental initiatives

Accounts Payable & Receivable

• Enter and manage accounts payable and receivable transactions
• Investigate and resolve vendor or customer billing issues
• Process employee expense reports
• Perform collections outreach as needed
• Enter and maintain purchase orders

Human Resources Support

• Maintain employee training and compliance records
• Assist in managing and updating employee personnel files
• Assist with new employee onboarding

Qualifications

• Associate’s or Bachelor’s degree in Business or related field preferred
• 3–5 years of office management and accounting experience
• Proficiency in Microsoft Office (Word, Excel); experience with Unanet a plus
• Strong communication and writing skills
• Excellent attention to detail and sound decision-making skills
• Proven ability to manage a busy office calendar and multiple priorities
• Professional and confident in working with senior leadership

Additional Information

Reports to:  Controller

Location : Office-based role in Waltham, MA

Salary range: $55,000-$65,000 per year. The final salary offer will be based on individual education, skills, and experience.

We offer a comprehensive employee benefits plan, including a matching 401(k) plan, in an open and energetic working environment that fosters an entrepreneurial team spirit.

This role is restricted to US persons (i.e., US citizens, permanent residents, and other protected individuals under the Immigration and Naturalization Act, 8 USC 1324b(a)(3)) due to access to export-controlled technology. Boston Engineering will require proof of status prior to employment.

**Your application will not be considered complete without a submitted writing sample.**

All your information will be kept confidential according to EEO guidelines.