About The Role:

You’ll be the heartbeat of our office, making sure everything runs seamlessly and feels welcoming for our team and guests. Your role blends organization, hospitality, and problem solving, creating a space where people are happy to work and productivity can thrive. 

What You Will Do

Office Operations  

• Keep our office fully stocked, organized, and running smoothly, from supplies and equipment to facilities upkeep. 
• Perform daily coffee machine cleaning cycles and keep milk, cups, and other beverage supplies replenished. 
• Stock refrigerators and snack areas; clean out refrigerators weekly to keep them fresh. 
• Unload the dishwasher each morning; load and run it before leaving each evening. 
• Monitor and restock guest bathrooms throughout the day with essentials (soap, toilet paper, hand towels, etc.). 
• Manage conference room scheduling and guest access in Prism; set rooms up for success before meetings and reset them afterward (chairs, water bottles, cleanliness). 
• Coordinate catering for meetings and events, ensuring everything arrives on time and looks great. 
• Track and order office supplies proactively so nothing runs out. 
• Restock copier paper and alert IT to any technical issues. 
• Maintain employee contact list updated. 
• Partner with building cleaning staff to keep the office looking its best. 

Reception & Guest Services 

• Greet visitors warmly and professionally; notify staff of arrivals and assist with meeting arrangements. 

• Answer and route calls; check and clear main line voicemail. 

• Sort and distribute incoming mail and packages; prepare and ship outgoing deliveries. 

• Keep reception and mailroom areas stocked, organized, and presentable. 

• Sort and distribute incoming mail, UPS, and FedEx packages promptly. 

• Prepare and ship outgoing packages, including overnight and courier deliveries. 

• Keep the mailroom organized and stocked with shipping supplies and stamps. 

• Prepare desks, offices, and welcome materials for new hires so their first day is seamless. 

• Manage building access badges and ensure security protocols are followed. 

Administrative Support 

• Prepare desks, offices, and welcome materials for new hires so their first day is seamless. Manage building access badges and ensure security protocols are followed. 

• Support budgeting and expense tracking; process invoices and manage office related expenditures with Accounting. 

• Ensure the office complies with health regulations, and safety standards. 

• Lead or support special projects, from office moves and IT upgrades to company-wide events. 

• Build and maintain strong relationships with vendors, negotiating contracts an resolving service issues as needed. 

• Provide admin support to key business leaders  

About You:

• 3+ years in office management, facilities coordination, or a similar administrative role. 

• Strong organizational skills with the ability to manage multiple priorities and pivot as needs change. 

• Excellent communication and interpersonal skills; you’re approachable, professional, and a natural problem solver. 

• Proven ability to create a welcoming, service-oriented environment for employees and guests. 

• Comfort with handling confidential information discreetly. 

• Proficiency with Microsoft Office Suite; experience with systems like Prism is a plus. 

• Basic budgeting and expense tracking skills. 

• High level of reliability, attention to detail, and follow-through. 

• Ability to lift and move office supplies or packages up to 25 lbs. as needed. 

• A proactive mindset, you anticipate needs before they become problems. 

Compensation range: 75k – 85k annually

NOTICE TO THIRD PARTY AGENCIES

Please note that The Seaport Corporation does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, SEG will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Seaport explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of Seaport Corporation.

This job description is not meant to be an “all-inclusive” list of the duties and responsibilities of this job.  Other related duties and responsibilities may be assigned.  The Seaport Corporation reserves the right to change or modify job duties as necessary based on business necessity.

SEG participates in E-Verify to confirm that you are authorized to work in the U.S. only after a job offer is accepted and Form I-9 is completed. For more information on E-Verify, please visit the Everify website.