Office and Travel Coordinator

About the Role

We are looking for an organized, attentive, and proactive Office and Travel Coordinator to join our Boston office. This role supports daily office operations and employee business travel, working closely with our Facility Management and Travel teams. This position is suitable for someone early in their career who takes responsibility, pays attention to detail, and enjoys helping others. Previous experience is welcome but not required. The role is based in Boston.

Key Responsibilities

• Coordinate day-to-day office operations for the Boston office, ensuring a welcoming and efficient workplace.
• Serve as the main contact for office-related requests.
• Liaise with building management, vendors, and service providers for workplace services, maintenance, office purchases, and deliveries.
• Partner with IT, Marketing, HR, and other internal teams on office equipment, company merchandise, and shared operational tasks.
• Support employee onboarding and offboarding by coordinating office access, welcome packs, workspace setup, and equipment handovers with IT.
• Maintain accurate records of office assets, supplies, and company merchandise, including storage, distribution, and replenishment.
• Coordinate arrangements for executive visits, client meetings, and internal events, including meeting rooms, catering, and hospitality.
• Maintain office records, expense tracking, reports, and administrative documentation in line with company policies and approved budgets.
• Arrange employee business travel, including flight and hotel bookings, itinerary changes, and cancellations, in line with company travel policies.
• Assist employees with travel requests and provide guidance on travel policies, booking procedures, and expense reporting.
• Help resolve travel disruptions and urgent or emergency travel requests in coordination with the Travel team and relevant service providers.
• Utilize corporate booking tools and work with travel agencies and suppliers to coordinate bookings and resolve travel-related issues.

Requirements & Tech Stack

• Strong organizational skills and attention to detail.
• Ability to manage several requests and changing priorities.
• A responsible, proactive approach.
• Ability to follow tasks through to completion.
• Good interpersonal skills and a friendly, helpful approach.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Proficiency in collaboration tools such as Microsoft Teams.
• Willingness to learn new systems, tools, and procedures.
• Strong written and spoken English, with clear and professional communication ability.

Qualifications

• Preferred experience in office administration, workplace operations, or a similar support role.
• Preferred experience booking business travel or using corporate travel booking tools.
• Preferred experience coordinating vendors, purchases, inventory, or expense records.
• Preferred experience organizing meetings, internal events, or executive visits.