Administrative Services Coordinator

Overview:

Administrative Services Coordinator

Location: Boston, MA

HGA is seeking an Administrative Services Coordinator who thrives at the center of it all!

In this pivotal role, you will be the go‑to resource for employees, visitors, and vendors keeping our office running smoothly and our workplace welcoming. From managing daily operations to providing broad administrative support across the organization, you will help create an environment where people can do their best work.

What we are looking for:

• Strong communication, time‑management, and organizational skills.
• A positive, service‑oriented mindset.
• Exceptional attention to detail and follow‑through.
• Ability to effectively manage priorities.
• Genuine enthusiasm for customer service support.

In this role you will: 

Office Operations & Coordination:

• Coordinate daily office services activities and support, including supporting overflow projects from the Administrative Services Manager.
• Handle requests and resolve issues in-person, on the phone, and by email escalating concerns to management when appropriate.
• Greet guests in a professional, friendly, hospitable manner, determines nature of business and announces visitors to appropriate personnel. Ensures a warm and welcoming visitor experience.
• Serve as the purchasing contact for office, building, and supplies. Support the Administrative Services Manager in maintaining the inventory of all facilities-related supplies and proactively ensure tools and resources are readily available.
• Act as the catering liaison for meeting and events including coodirnating setup, and breakdown.
• Maintain office storage areas, pantry, and common areas to ensure a safe and organized space, stocking office supplies throughout.
• Develop content for media in various for media in various forms.
• Receive all incoming deliveries and mail, signing for them as needed and manages office supplies, incoming / outgoing mail and package distribution.
• Manage all plotter printing, scanning and archive requests, sending print jobs off-site when needed.

Administrative Support:

• Utilize and maintain records associated with the departmental corporate credit card, including organization of receipts and backup related to expense reports. Work with Administrative Services Manager, Office Director, Finance or Administrative staff to obtain approvals and document receipts for all company credit cards.
• Review and maintain files, records, inventory, and database systems. Coordinate records retention activities.
• Maintain calendars for the department and office including service and events.
• Organize daily/weekly/monthly internal and external meetings, anticipating conflicts and solving scheduling issues.
• Lead, maintain, and report on special projects assigned by the leadership team. Perform and facilitate a wide variety of complex and confidential executive duties and projects pertaining to the responsibilities of the department and office leadership teams.

General:

• Research, develop, and recommend changes in office and departmental operating processes and procedures to include improvements in workflow, office procedures, equipment, and documentation.
• Demonstrate the ability to handle confidential information with integrity and discretion.

You will need to have:

• 5+ years experience in an administrative and/or office services role.
• Excellent communication skills, both written and verbal, to effectively interact with colleagues, customers, and vendors.
• Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities effectively, and be detail-oriented.
• Proficiency in office software, including calendaring, word processing, spreadsheet, and database programs (e.g., MS Office Suite).
• Ability to identify and resolve issues independently while exhibiting strong problem-solving skills.
• Ability to provide friendly and helpful service to staff, clients, and vendors.
• Ability to operate postage meters, shipping systems, and similar equipment.
• May be required to bend, crawl, and lift up to 50 lbs.

Additional preferred expertise:

• Supply management experience.
• Tracking budget expenses experience.
• Inventory control experience.
• File management and inventory experience.
• Service industry (or related field) experience.

Salary Information:

The pay range listed aligns to the geography of the office for which this position is posted. Actual compensation will be based upon work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs. Salary Range: $78,000 - $84,000 depending on qualifications and experience.

Additional Information:

At HGA, you’ll do the best work of your career. We design with impact by diving deep into the people and passions that shape every place. Empathy fuels us, curiosity drives us, and meaningful work leads to innovation. We celebrate individuality, embrace flexibility, and thrive together. This role requires you to be onsite 5 days a week.  

Join our nationally recognized, award-winning team of architects, engineers, and interior designers — help us shape what’s next.

Learn more about us here.

Application Requirements & InstructionsPlease submit resume for consideration.