Office Coordinator - Toole Design

Toole Design Group in Boston, MA is looking to hire an experienced and talented full-time Office Coordinator. Are you a natural born organizer with a knack for supporting your coworkers? Do you enjoy variety in your work and thrive in a fast-paced environment? Would you like to work for a company that is committed to the well-being of its employees? If so, please consider joining our Boston team.

This Office Coordinator ensures the daily functions of the local office run smoothly, offer enterprise-wide support for remote offices, and to provide administrative support to our Operations and Client Service Teams. This position earns a competitive salary and great benefits, including medical, dental, vision, life insurance, disability, a health savings account (HSA), and a flexible spending account (FSA). We practice what we preach and ensure that our employees also have access to transportation by providing them with financial incentives to bike, walk, or use transit for a better quality of life.

About Toole Design

Toole Design is the leading engineering, planning, and landscape architecture firm specializing in multimodal transportation. Since our start in 2003 as a single office in Maryland, we have expanded throughout the United States. Our talented team of planners, landscape architects and engineers are committed to delivering quality work that meets the needs of all people, regardless of age, ability, race, or gender. As an Engineering News-Record top 500 design firm, we have also been named a "best firm to work for" and have one of the lowest staff turnover rates in the industry.

Every project our employees deliver directly and positively affects our communities. We are industry-leading experts, and we work hard to encourage a collaborative and team-oriented environment.

A Day in the Life of an Office Coordinator

You play a critical role in the overall functioning of the office. You are the face of the office- greeting customers and team members and assisting with transferring calls to the appropriate team members and offices. You coordinate with project managers and project accountants regarding proper filing of contract documents. You use your organizational skills to support managing office supplies and inventory, processing incoming and outgoing mail, and assisting with planning company outings and events. You demonstrate a customer service focus by supporting virtual meetings, taking meeting notes, entering data, assisting team members with scheduling meetings and calendar management, and booking travel arrangements. You are the go-to person for helping with company processes and procedures. You take ownership of ongoing operational projects (e.g., business card fulfillment, supporting internal committees, tracking staff incentive programs, helping run the company eStore.)

Work Schedule for an Office Coordinator

This full-time position typically works a flexible schedule of 40 hours a week. We also provide employees with the flexibility and necessary equipment to work from home 1-2 days per week. Our office is in Boston's Downtown Crossing, directly adjacent to the iconic Boston Common, within a short walk to all the major rapid transit lines and close to both North Station and South Station commuter rail lines. Applicants should be willing to travel within New England to support public engagement activities. The office is easily accessed on foot, by bicycle, and via transit.

We are targeting a salary range of $52,000.00 to $60,000.00 for this position with flexibility to negotiate for well qualified applicants.

Ready to Join our Boston Team?

We understand your time is valuable, so we have a quick and easy application process. If you feel that you would be right for this Office Coordinator position, please fill out our application by following the instructions or visiting our website.

At Toole Design, diversity is a necessity, not a nice-to-have. We have a collaborative culture where people of all backgrounds come together to share ideas and build better, more inclusive communities. We encourage those from underrepresented communities - women, people of color, LGBTQIA+, immigrants, those with disabilities and people at all the intersections in between - to apply. Even if you don't think your current skill set checks every box below, but this role seems to align with your strengths, we want to hear from you.

We're proud that about half of our managers are women and we are committed to achieving racial diversity in our leadership as well. Toole Design is a woman-owned business and an equal opportunity employer (EO/AA/VEV/Disabled employer)

Individuals may request accommodations or assistance with the application process by contacting 301-927-1900 and asking for Human Resources or emailing HR@tooledesign.com.

For more information about Toole Design, visit our website and follow us on LinkedIn, or like us on Facebook.

Qualifications:

• A minimum of 2 to 5 years of experience working in a dynamic and fast-paced office
• Strong interpersonal skills- with previous experience promoting a welcoming, inclusive, and professional office environment and working with a positive attitude with other team members
• Focus on details and incredibly organized
• Highly proactive, anticipating issues to head off any possible conflicts or delays
• Exceptional at following through, focusing on the execution of daily tasks through completion
• Excellent sense of initiative, e.g., reaching out to other administrative team members to share workload
• Excellent communication and time management skills
• This position requires experience working with Microsoft Suite and knowledge of operating standard office equipment

You'll be great here if:

• If organization is your middle name
• You are customer service oriented and care about every encounter customers, the community, and team members experience
• You thrive in a fast-paced environment and enjoy working on a variety of projects and tasks