Office Administrator

Administration Part Time Cambridge, MA $60,000 - $70,000 USD per year

For more than three decades, KPMB has evolved in response to a changing world and worked to change it for the better. Guided by our purpose and anchored by our values, KPMB crafts design solutions that catalyze positive change.

As a full-service architectural and design practice working across Canada and the United States, we provide expertise in building design, interior design, master planning, workplace strategy, project management, stakeholder engagement, and sustainable design. KPMB has designed and delivered projects totaling more than 31 million square feet in a diverse range of sectors, including education, healthcare, scientific research, arts and culture, government, corporate, hospitality, recreation, and mixed-use development.

With uncompromising rigor and close attention to the increasingly complex needs of the world around us, our diverse team devotes their expertise, passion, and creativity to solve today’s challenges and unlock new opportunities for our clients and the communities we serve.

KPMB is seeking a part-time Office Administrator to join our office in Cambridge, Massachusetts three days a week. Reporting to the Principal-in-charge in Cambridge, with operational oversight from the Director, People & Culture in Toronto, the Office Administrator keeps the office running smoothly, managing day-to-day operations, and providing administrative support to the Cambridge team.

The role serves as the first point of contact for visitors and employees and supports a range of office and operational functions. Working closely with the Cambridge leadership and in coordination with team members across Finance, People & Culture, and Administration, the Office Administrator plays a central part in creating an efficient, welcoming, and well-supported workplace.

The ideal candidate is highly organized, proactive, service-oriented and enjoys balancing multiple priorities in a collaborative, fast-paced environment.

• Manage day-to-day operations of the Cambridge office, maintaining a professional, organized, and well-kept workplace.
• Serve as the primary point of contact for office inquiries, visitors, clients, and consultants, and as the liaison between the Cambridge office and headquarters (Toronto).
• Manage office supplies, equipment, and inventory, track office expenditures against budget, and oversee vendor relationships and service contracts. Coordinate facilities maintenance and service requests with building management, vendors (e.g., printing, onsite technical support), and service providers for timely resolution.
• Respond to employee inquiries regarding company policies and procedures, escalating matters requiring interpretation or clarification to the Director, People & Culture (Toronto).
• Coordinate onboarding and offboarding logistics, including new-hire documentation and I-9 verification, workstation setup, office orientation, equipment, and access card set-up/retrieval. Organize and support office events, team activities, employee engagement initiatives, and Cambridge specific internal communications, in alignment with firm-wide culture and initiatives.
• Coordinate workplace Health and Safety requirements, including inspections, incident tracking and compliance with Massachusetts and federal safety standards.
• Administer building access and security, including keycard management, and serve as fire warden for the Cambridge office.
• Schedule and host product representative lunch-and-learns, and track AIA continuing education credits for staff.
• Maintain the materials library, keeping samples organized and current and coordinating the return or disposal of…