Administrative Coordinator

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Full Time Boston, MA, US

2 days ago Requisition

Salary Range: $70,000.00 To $80,000.00 Annually

Dorchester Bay Economic Development Corporation (DBEDC) is seeking an Administrative Coordinator to be the welcoming face and operational heartbeat of our offices and shared work spaces. This is a chance for an organized, service-minded professional who wants to do more than keep things running. You'll make sure our spaces, systems, and schedules work so well that our staff and community partners can focus on what matters most: building equitable , thriving communities.

Reporting to the Director of Operations, you'll be the first-person visitors meet and the person colleagues count on. You'll work across every department, with building management, and with vendors and tenants, and you'll bring warmth, sound judgment, and follow-through to everything you touch.

If you're a natural problem-solver, a calm presence under pressure, and someone who takes pride in getting the details right, we'd love to hear from you.

You'll set the tone for how people experience our organization.

• Serve as the primary reception and front-of-house contact, offering first-class service to staff, tenants, clients, partners, and visitors.
• Represent DBEDC's brand and values with professionalism, warmth, and a commitment to equity in every interaction.
• Champion a positive, inspiring office culture by welcoming new hires, celebrating team milestones and wins, and helping organize staff gatherings that bring people together.
• Keep our offices safe, efficient, and welcoming by staying ahead of supplies, equipment, shared spaces, and service needs, so there are no preventable gaps.

You'll be the person who makes sure things happen when and how they should.

• Provide direct administrative support to the Director of Operations and other department leaders.
• Coordinate calendars, meetings, events, and room bookings, including shared conference spaces used by Pierce Building tenants, and head off conflicts before they happen.
• Manage mailing, shipping, and document handling accurately and on time.
• Track and complete administrative requests in our work-management system: reviewing details, maintaining due dates and status, communicating with requesters, and closing the loop.
• Follow our intake, prioritization, approval, and escalation procedures, and route requests that need facilities, technology, budget, or supervisory review to the right people.
• Coordinate the reservation, check-out, return, and storage of shared equipment and event materials.

• Serve as the primary liaison between DBEDC, building management, and external service providers.
• Manage office-related vendors, including scheduling, invoice review, and quality monitoring.
• Support office moves, workstation changes, and space planning in line with operational priorities.

• Maintain accurate, timely, and accessible administrative records and shared files in approved systems.
• Partner with our Data & Evaluation Manager to keep contact records in our CRM clean and complete, flagging duplicates, inconsistencies, or missing information.
• Follow organizational standards for file naming, storage, permissions, records retention, and data handling.
• Handle sensitive and confidential information with the highest level of discretion.
• Process checks, receipts, deposits, invoices, and other financial documents only as…