Office Services Coordinator

Job Description

Job Description

Job Title: Office Services Coordinator

Job Description

The Office Services Coordinator provides comprehensive administrative and office support to ensure smooth daily operations. This role manages calendars, coordinates meetings and events, oversees expense reporting, maintains office supplies and filing systems, and delivers responsive customer service to internal and external stakeholders.

Responsibilities

• Schedule and coordinate meetings, appointments, and events for executives and team members.
• Maintain accurate, up-to-date calendars for executives and teams, ensuring effective time management and minimal scheduling conflicts.
• Prepare, review, and submit expense reports in a timely and accurate manner.
• Track reimbursements and ensure all expense submissions comply with company policies and procedures.
• Manage office supply orders, including monitoring inventory levels and placing replenishment orders as needed.
• Organize and maintain both digital and physical filing systems to support efficient document retrieval.
• Ensure documents are properly archived, labeled, and stored so they are easily accessible when needed.
• Provide general administrative support for day-to-day operations, including handling ad hoc tasks and special projects as assigned.
• Deliver professional and responsive customer service to colleagues, visitors, and other stakeholders.
• Use Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, to support administrative tasks and communication.

Essential Skills

• At least 2 years of relevant experience in administration, reception, or office administration.
• Strong customer service skills with the ability to communicate professionally via email, phone, and in person.
• Proficiency in Microsoft Outlook, including calendar and email management.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Ability to perform basic computer functions and navigate standard office software.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Attention to detail when scheduling, preparing expense reports, and maintaining records.
• Ability to follow company policies and procedures, particularly related to expense reporting and documentation.
• Bachelor’s degree preferred, or equivalent professional experience in an administrative capacity.

Additional Skills & Qualifications

• Experience supporting executives or teams with calendar management and meeting coordination.
• Experience in office services, reception, or similar administrative roles.
• Ability to maintain accurate records and filing systems in both digital and physical formats.
• Comfort working in a structured office environment with defined hours and expectations.
• Demonstrated reliability and consistency in meeting deadlines and completing assigned tasks.
• Flexibility to take on ad hoc administrative tasks and support special projects as needed.

Work Environment

This is an in-person role based in an office environment and is not remote. The standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. The position is offered as a 3-month contract with the possibility of extension based on business needs and performance. You will use standard office technology and equipment, including computers with Microsoft Office (Word, Excel, PowerPoint) and Outlook for email and calendar management. The work setting is professional and collaborative, with a focus on efficient office operations and responsive administrative support.

This is a Contract position based out of Boston, MA.

The pay range for this position is $19.00 - $20.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Boston,MA.

This position is anticipated to close on Jul 28, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.