JOB OPPORTUNITIES

Office & Operations Coordinator

Time Status & Schedule: Part-time (20 hours per week) with opportunity to become full-time.

Job Overview

The Office and Operations Coordinator is responsible for ensuring smooth day-to-day operations of the Boston Public Art Triennial office, maintaining an efficient and welcoming work environment, supporting staff with a range of administrative, IT, and HR tasks, and acting in certain capacities as the ‘face’ of the organization through front-line communications for the Triennial. Additionally, the Coordinator will support the Operations Director with periodic and ad hoc tasks, particularly in financial reporting and account reconciliation processes.

The Office & Operations Coordinator will work under the supervision of the Director of Operations. This position will oversee the facilitation of office infrastructure and IT systems; maintain technology and supply inventories; administer staff benefits; support the Operations Director in managing the organization’s online store; and support company-wide events, employee transitions, and financial operations.

Job Mission

The Coordinator ensures the Boston Public Art Triennial is a welcoming and efficient workplace through the management of office facilities and operations, as well as completing various administrative, IT, HR, and financial tasks in partnership with and support of the Director of Operations.

Key Behaviors

The Office & Operations Coordinator:

  • Thrives in a fast-paced environment

  • Comfortable with ambiguity, juggling multiple competing priorities simultaneously

  • Skilled in developing long-term relationships with diverse stakeholders, colleagues, clients and vendors

  • Has a high attention to detail

  • Is a self-starter, takes initiative and ownership of their workflow, and sees tasks and projects through to completion

Key Responsibilities 

Public-facing Organization Needs

  • Office Maintenance & Cleanliness: Ensure the office, kitchen, restroom, and shared spaces are clean, inviting, and well-maintained. Manage the office cleaning services and related vendors.

  • Mail, Packages, & Correspondence: Manage incoming/outgoing mail, packages, and deliveries. Monitor main email accounts (info@, billing@, jobs@) and voicemail, triaging or responding to inquiries as appropriate.

  • Online Store Management: Manage the organization’s online store, including inventory and order fulfillment.

  • Event Support: Assist with the coordination and execution of company events, including managing inventory needs and providing logistical support.

  • Triennial Evaluation Program — Data Capture & Maintenance: Support Director of Operations in gathering, recording and monitoring quantitative and qualitative data that will inform the Triennial Evaluation (in partnership with third-party consultancy TDC).

Internal Operations Needs

  • IT Management Facilitation: Act as the liaison to the organization’s IT service providers, ensuring that IT systems (printers, computers, Zoom, conference room TV, network, and internet) are functioning properly. Facilitate troubleshooting efforts by coordinating with external IT providers and escalating issues as needed.

  • Inventory & Supply Management: Oversee technology and office supplies inventory; manage procurement processes to ensure resources are available when needed.

Financial Housekeeping & Ad Hoc Reporting Support

  • Assist the Operations Director with periodic and ad hoc tasks, including but not limited to coding expenses and credit card charges, preparing interim and ad hoc financial report documents, and facilitating the month-end close process.

  • Ensure accurate and timely entry of financial data and maintain organized records for reconciliation and reporting purposes.

Personnel Management and Support Needs

  • Benefits Administration: Support and act as first-line resource for employee benefits such as Perq, 401(k), health, and dental plans. Assist with Travel & Expense (T&E) reimbursements and other administrative HR tasks.

  • Employee Onboarding/Offboarding: Support staff searches, facilitate onboarding and offboarding processes, and ensure new employees have the tools and resources needed to be successful.

General

  • Office Efficiency: Continuously seek ways to improve office operations and processes to enhance the efficiency and experience of all employees.

Qualifications

  • 3+ years of experience in office management, operations, or a similar role.

  • Experience in coordinating with IT service providers and basic familiarity with IT systems (printers, computers, networks).

  • Strong organizational skills and attention to detail.

  • Proficient in Google Workspace (Gmail, Google Drive, Google Calendar) and Microsoft Office Suite.

  • Experience with benefits administration and HR processes preferred.

  • Familiarity with financial data entry, expense coding, and reporting processes is highly desirable.

  • Excellent written and verbal communication skills.

  • Ability to prioritize and multitask in a fast-paced environment.

Reporting

Reports to the Director of Operations


Compensation

$21 to $25 per hour


How to Apply

Please email a cover letter and resume to jobs@thetriennial.org with the email subject line: “Office & Operations Coordinator”. Resumes without cover letters will not be considered. Qualified candidates can expect an inquiry from Chip Bent, Operations Director. Apply by March 31, 2025.

Candidates are strongly encouraged to fill out an anonymous Equity Survey. It is entirely separate from your application and is used to help us improve our intentional efforts to seek out excellent and diverse candidates.