Office Operations Coordinator

Description

Company Overview

We are Cruz Companies, one of the oldest and largest, third generation, 100% minority-owned companies in the Northeast, we blend modern practices with traditional values of quality and integrity. Founded in 1948, we develop and construct landmarks, residential, and commercial projects. We do provide quality residential housing management services in the Greater Boston & New Bedford areas. Agencies we serve or work with include but are not limited;
Massachusetts Housing Finance Agency (MHFA), Boston Housing Authority (BHA), Boston Metro Housing, Department of Housing and Urban Development (HUD), and private owners. We’ve also established Cruz C.A.R.E.S., giving back to our communities through scholarships, enrichment programs, and fun outdoor adventures. We are pioneers in progress and strive to elevate the communities where we work.

Cruz Management Company Inc is seeking an Office Operations Coordinator who is professional, responsible for planning, coordinating, and overseeing the management functions of assigned development(s). This position requires the coordination of a wide variety of services to assure resident satisfaction and the on-going viability of the development(s).

Position Summary

Cruz Management, the property management division of Cruz Companies, is seeking an Office Operations Coordinator to bring a systematic approach to the way the internal office runs. The right Office Operations Coordinator will be someone who can make order out of chaos, who is able to organize single requests and issues into a bigger-picture strategic approach, who can operate with a high degree of discretion and confidentiality, and who can create new procedures where none exist.

From streamlining our internal supply order processes, to serving as the bridge between our vendors (IT, phones, equipment, and others) and staff, to backing up core administrative support roles in a pinch (such as the Front Desk Receptionist at multiple locations, the Maintenance Coordinator, and others), this is a flexible, multifunctional role. We envision the Office Operations Coordinator as a flexible, central hub for internal support, and a proactive engine behind the office who can anticipate needs to keep things running smoothly.

Because Spanish is a primary language of many of our tenants, vendors, and staff, Spanish language proficiency is strongly preferred for this role.

Essential Functions

Coordinate Office Operations

• Manage office and kitchen supplies, including tracking inventory and reordering as needed.
• Sort and distribute incoming mail.
• Coordinate with vendors (Toshiba, Fed Ex, Cintas, Shred-it, Culligan Quench, and others) on service, deliveries, and issue resolution.
• Serve as a coordination point between IT and Maintenance staff to help resolve office issues.
• Support event planning logistics for company and office events.
• Provide general light administrative support (filing, data entry, correspondence, answering phones, scheduling).
• Perform other duties as assigned.

Establish Reliable and Proactive Office Processes

• Maintain SOP documentation for onboarding, IT/maintenance coordination, work order processing, and vendor/supply ordering.
• Partner with the Executive Assistant to build and maintain a master office operations reference document.
• Develop a process to proactively maintain office equipment and support onboarding setup for new employees (workstations, access, supplies).
• Oversee relationships with corporate vendors.

Provide Coverage As Needed

• Provide front desk coverage for the Front Desk Admin, greeting visitors and directing inquiries.
• Provide backup coverage for the Facilities & Maintenance Coordinator, including:
  • Fielding incoming facilities and maintenance calls
  • Processing and…