Office Coordinator

Synergy, a leading Boston commercial real estate firm, is seeking a friendly, organized, and dependable Office Coordinator to serve as the front-facing presence of our office and support day-to-day workplace operations. This role is ideal for someone early in their administrative career who enjoys creating a welcoming environment, supporting new employees, and keeping an office running smoothly.

The Office Coordinator works closely with the Administrative Assistant and under the direction of the Executive Assistant to the CEO, supporting office needs while assisting with light project and task overflow as priorities arise.

Reports to: Executive Assistant to the CEO

Location: In-office (Boston, MA)

Key Responsibilities

Front Desk & Office Presence

• Serve as the primary front-facing representative of the office

• Greet employees, candidates, and guests with professionalism and discretion

• Manage incoming calls, visitors, mail, and deliveries

• Maintain a polished, organized, and welcoming office environment

Office Operations & Upkeep

• Handle daily office upkeep and readiness, including common areas and conference rooms

• Monitor and restock office and kitchen supplies

• Support desk setups, seating changes, and office organization

• Coordinate basic facility needs and escalate issues as appropriate

Project & Task Support

• Assist with light project work and task overflow as assigned

• Support the Administrative Assistant and Executive Assistant to the CEO with time-sensitive or short-term administrative needs

• Help track simple tasks, follow-ups, or logistics during busy periods or special initiatives

New Employee Setup & Onboarding Execution

• Create new employees in the IT portal

• Prepare laptops for IT vendor setup

• Request software, system access, and office phone numbers

• Order company credit cards for new hires

• Coordinate and complete desk setups prior to start dates

New Hire First-Day IT Walkthrough

• Conduct first-day technology walkthroughs, including:

  • Laptop login and MFA setup

  • Overview of Zee Drive, Teams Phones, and file structure

  • Ensuring monitors and peripherals function properly

• Serve as first point of contact for basic first-day IT questions

Office IT & Equipment Coordination

• Monitor inventory of standard IT equipment (monitors, keyboards, cords, etc.)

• Coordinate ordering of standard equipment when stock is low

• Order IT equipment and laptops through IT Vendor

• Submit IT quote requests and license requests for approval

Hiring Logistics & Candidate Experience

• Coordinate interview scheduling with HR and hiring managers

• Manage interview-day logistics and candidate arrivals

• Prepare interview rooms and ensure a positive candidate experience

In addition to competitive salary and benefits, we offer a collegial work environment and an excellent opportunity to continue to develop strong skills and professional growth. Those who have joined us from other firms find the tight-knitted team culture and direct access to leadership very rewarding.

Synergy (synergyboston.com) is a real estate investment and operating company primarily focused on the Boston market. We are one of the largest and most active landlords in the city. We are active members of the Boston business community and have been recognized as Landlord of the Year by the GBREB Commercial Brokers Association (CBA). We are also proud to support numerous organizations that have a positive impact in our city.