Office Coordinator

Synergy•Boston, MA

21h•Onsite

About The Position

Synergy, a leading Boston commercial real estate firm, is seeking a friendly, organized, and dependable Office Coordinator to serve as the front-facing presence of our office and support day-to-day workplace operations. This role is ideal for someone early in their administrative career who enjoys creating a welcoming environment, supporting new employees, and keeping an office running smoothly. The Office Coordinator works closely with the Administrative Assistant and under the direction of the Executive Assistant to the CEO, supporting office needs while assisting with light project and task overflow as priorities arise. Reports to: Executive Assistant to the CEO Location: In-office (Boston, MA)

Requirements

1–3 years of experience in office coordination, receptionist, or administrative support roles
Strong interpersonal and customer service skills
Comfortable assisting new hires with basic technology setup
Highly organized, reliable, and detail-oriented
Professional judgment and discretion in a front-facing role

Responsibilities

Serve as the primary front-facing representative of the office
Greet employees, candidates, and guests with professionalism and discretion
Manage incoming calls, visitors, mail, and deliveries
Maintain a polished, organized, and welcoming office environment
Handle daily office upkeep and readiness, including common areas and conference rooms
Monitor and restock office and kitchen supplies
Support desk setups, seating changes, and office organization
Coordinate basic facility needs and escalate issues as appropriate
Assist with light project work and task overflow as assigned
Support the Administrative Assistant and Executive Assistant to the CEO with time-sensitive or short-term administrative needs
Help track simple tasks, follow-ups, or logistics during busy periods or special initiatives
Create new employees in the IT portal
Prepare laptops for IT vendor setup
Request software, system access, and office phone numbers
Order company credit cards for new hires
Coordinate and complete desk setups prior to start dates
Conduct first-day technology walkthroughs, including: Laptop login and MFA setup Overview of Zee Drive, Teams Phones, and file structure Ensuring monitors and peripherals function properly
Serve as first point of contact for basic first-day IT questions
Monitor inventory of standard IT equipment (monitors, keyboards, cords, etc.)
Coordinate ordering of standard equipment when stock is low
Order IT equipment and laptops through IT Vendor
Submit IT quote requests and license requests for approval
Coordinate interview scheduling with HR and hiring managers
Manage interview-day logistics and candidate arrivals
Prepare interview rooms and ensure a positive candidate experience