Job Title: Senior Office Services Specialist
Locations: Boston, MA
Reports to: Director Global Facilities

A quick snapshot…

• This is an onsite position, shift is M - F, 8:00AM – 5:00PM; NO weekend work.
• Provide administrative support, answer calls, and other administrative tasks
• Oversee daily operations of catering needs for corporate environment
• Responsible for set-up of meals and clean-up
• Raise maintenance tickets when needed
• Escort all vendors such as external maintenance teams while on the premises
• Manage conference rooms and direct individuals to the appropriate meetings
• Ensure the reception, lobby, and office areas are presentable
• Responsible for employee/visitor badge management
• Respond professionally and efficiently to employees’ concerns and offer solutions
• Responsible for ordering and stocking daily orders of snacks and food for the office
• Responsible for ordering and stocking supplies
• Assist with internal events
• Handle requests and queries appropriately and professionally
• Be willing and able to take on additional projects when needed
• Assist with the on-going development of documentation and internal site
• Upload and maintain documents within SharePoint as needed
• Assist with the office equipment invoicing and budget management
• Provide confident and professional support to administrative assistants and PROS customers
• Assist with processing parking documentation
• Other duties as assigned

Why it’s a big deal… 
The Office Services Specialist plays a key role in keeping the office running smoothly day to day while creating a positive, professional experience for employees, leaders, and visitors alike. As the central point of coordination for communication, facilities, vendors, and workplace operations, this role helps remove friction so teams can stay focused on their work and business priorities. From supporting executive needs to managing office processes, events, and security, the impact of this role shows up in both productivity and culture—ensuring the office is not just functional, but a place where people feel supported, connected, and set up to succeed.

Here’s what we’re looking for…

• Great team player
• Easy-going and positive attitude with a pleasant and approachable demeanor
• Flexibility to pivot deftly to assist in other areas as requested by team members or manager
• Excellent verbal and written communication skills that allow for effective communication with executive management and across a multicultural, multinational office environment
• Proven problem-solving capabilities while providing excellent customer service
• Excellent time management skills including having the ability to eventually work independently with limited daily supervision, as well as under pressure
• Detail-oriented and self-motivated
• Proficiency with SharePoint, Outlook, and Microsoft Office
• Knowledge of automated office equipment (e.g. photocopier, fax, multi-line telephone, etc.)
• Able/willing to lift a maximum of 40lbs
• Experience working in a corporate environment

A quick snapshot…

The Office Services Specialist is responsible for office management, including handling multi-line phones, greeting clients and visitors, stocking, data entry, placing and managing catering orders and executing executive level administrative projects and event organization.

Why it’s a big deal…

The Office Services Specialist plays a key role in keeping the office running smoothly day to day while creating a positive, professional experience for employees, leaders, and visitors alike. As the central point of coordination for communication, facilities, vendors, and workplace operations, this role helps remove friction so teams can stay focused on their work and business priorities. From supporting executive needs to managing office processes, events, and security, the impact of this role shows up in both productivity and culture—ensuring the office is not just functional, but a place where people feel supported, connected, and set up to succeed.

Here’s what we’re looking for…

• Takes care of incoming and outgoing communication & handles business correspondence when needed;
• Organizes and schedules business meetings and appointments;
• Act as a primary point of contact for internal and external customers on various matters and inquiries, some international;
• Takes active part in ensuring office & employee security;
• Monitors and maintains office supplies inventory, materials and equipment;
• Creates and manages the office processes;
• Maintains constant contacts with suppliers, vendors, landlords, facility maintenance to ensure the proper operations of the office;
• Assist with resolving a range of Executive challenges and inquiries while efficiently and accurately managing frequently changing calendars;
• First point of contact when greeting clients and visitors, responsible for determining the purpose of their visit and directing them appropriately;
• Accurately order and confirm catering orders for internal, and client, meetings, submit and confirm receipt of all orders;
• Responsible for badge access management which includes continuous maintenance to confirm compliance with security;
• Oversee conference room usage and booking conflicts;
• Assist with the on-going development of the reception manual;
• Assists with budget management;
• Provide support to the administrative assistants which may include assisting their guests upon arrival, scheduling tours, assisting with scheduling catering and preparing for both internal and client meetings;
• Plans and organizes company social activity events on a regular basis;
• Updates SharePoint office page and advises on visitor’s logistics and accommodations.
• Flexibility to step into other areas as requested from Office Services Management while keeping pace on all daily tasks;
• Other duties and projects as assigned.

Here’s what will give you an edge…

• University Degree in Business Administration or another related field;
• Min 3+ years of experience in an administrative and organizational role in an international environment;
• Proficiency with Outlook and Microsoft Office (Word, Excel, PowerPoint and Internet applications);
• Excellent English and Bulgarian verbal and written communication skills that allow for effective communication with executive management and across a multicultural, multinational environment;
• Independent and self-motivated professional, able to grow positive relationships with clients and colleagues at all organizational levels;
• Possess mature confidence when managing changing priorities;
• Possess front office professionalism;
• Autonomous in  rules and procedures;
• Autonomous in Document editing and structuring.
• Very organized, able to work autonomously, to multitask effectively and to meet tight deadlines;
• Represent the company in professional manner.