Careers at MassHousing

Operations Coordinator – Administrative Services

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Organization: MassHousing

Location: One Beacon Street, Boston, MA 02108

Posting Closes: Close of Business on May 22, 2025

Website: www.masshousing.com

All positions at MassHousing require a customer service mindset, in accordance with our values: Respect, Service, Empathy, Accountability, Collaboration, and Inclusion.

The Organization

MassHousing will confront the housing challenges facing the Commonwealth to improve the lives of its people. A bold mission for an innovative agency. Since its inception in 1966, MassHousing has provided more than $29 billion for more than 125,000 apartments and more than 105,000 home mortgage loans. Beyond lending, we also work to promote economic growth and empowerment for families, individuals, and businesses; help communities increase their housing stock; provide hope and homes for vulnerable populations, and look for new, cost-effective ways to provide equitable housing opportunities. We have a relentless determination to confront the Commonwealth's housing challenges and improve lives.

We know that we cannot meet our mission without a workforce that is committed to standing with us in our efforts. We achieve this by making investments in staff development and prioritizing individuals who align with our values including an unwavering dedication to diversity, equity, and inclusion.

As an employee of MassHousing you are offered a great career opportunity which is more than a paycheck. MassHousing's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including but not limited to:

• Tuition reimbursement up to $10,000 per calendar year
• A 35-hour work week and a hybrid work schedule
• Back up Child/Elder Care
• Retirement Savings including a pension and a deferred compensation plan (with a match)
• Comprehensive health, dental and vision plans
• 12 paid Holidays per year and generous sick, vacation, and personal time
• Short-Term Disability
• Central Boston office location, convenient to public transportation and amenities on site

If you're ready to join our dynamic team of mission driven professionals, this might be the job for you! Interested candidates should send a letter of interest and a resume to MassHousing by visiting www.masshousing.com/workwithus

General Summary

The Operations Coordinator – Administrative Services is essential to the efficient day-to-day operations of the Agency and provides comprehensive administrative, logistical, and operational support. This role manages facilities, resources, and shared workspace administration as well as plans events and provides general administrative support to the department leadership team. The Operations Coordinator balances active, hands-on tasks such as assisting with physical setups and handling deliveries, and desk-based responsibilities, such as managing incoming calls, responding to service requests, and creating reports. This role reports to the Administrative Service Manager.

The Operations Coordinator is an energetic team player who can work independently, takes initiative, and has a dedicated focus on high-level customer service. Excellent organizational skills, strong attention to detail, and creative problem-solving are essential to this role. The Operations Coordinator is comfortable multitasking, adjusts quickly to shifting priorities, and manages time efficiently in a fast-paced environment. This fast learner has a strong work ethic and excellent interpersonal skills with the ability to build strong rapport. Exceptional interpersonal skills with comfortability in managing multiple long-term and multi-stage projects is essential. Exceptional listening, oral, and written communication are critical. All positions at MassHousing require a customer service mindset in accordance with our values: Respect, Service, Empathy, Accountability, Collaboration, and Inclusion.

While MassHousing generally operates under a hybrid work model, this role is primarily in-office with limited remote work opportunities working Monday through Friday 9:00am to 5:00pm. 

Essential Functions

Administrative & Office Support

• Provide front desk coverage, ensuring a welcoming and professional experience; manage switchboard operations and assist visitors while upholding security protocols
• Manage the Administrative Services Department Outlook calendar and respond to Administrative Services email requests and SolarWinds ticket notifications
• Maintain office supplies, coordinate procurement, and ensure the inventory is appropriately stocked
• Handle general correspondence, documentation, and data entry as required
• Provide administrative support to the Administrative Services Manager and the Operations Supervisor
• Create and maintain accurate records for operational activities, ensuring proper filing and documentation
• Assist with project coordination by assigning tasks, tracking progress, and resolving issues as needed

Facilities & Workspace Management

• Manage shared workspace reservations and organization using TANGO software; provide user training as needed
• Coordinate office maintenance requests and serve as liaison with building management for repairs and facility services
• Assist with space planning and office reconfigurations, including physical setup of workspaces
• Maintain the cleanliness and functionality of shared spaces, including kitchens
• Manage guest access, employee badge systems, and surveillance monitoring to ensure a secure working environment

Event & Meeting Coordination

• Coordinate scheduling and logistics for internal meetings, training sessions, and corporate events
• Support planning, design, and execution of events, ensuring all project delivery elements are completed within established timeframes
• Set up and clean up for events, ensuring spaces are equipped with necessary technology, seating, and catering
• Troubleshoot day-of-event issues and provide proactive resolution to any emerging problems
• Assist with video development and editing for events as needed
• Support morale-building activities and company-wide gatherings
• Coordinate and assist with employee onboarding and offboarding processes as they relate to events and space needs

Operational & Logistical Support

• Coordinate shipping, deliveries, and outgoing mail processes
• Serve as a backup for Iron Mountain records management and vehicle registration functions
• Assist with Enterprise vehicle reservation system, including user validation, scheduling, and invoice reconciliation; provide training as directed
• Monitor vendor contracts, support procurement efforts, and coordinate vendor services
• Ensure availability and maintenance of office equipment
• Provide backup support for key administrative functions to ensure operational continuity

Customer Service & Communication

• Deliver high-quality customer service to internal staff and external stakeholders
• Respond to inquiries, service requests, and operational issues in a timely and professional manner
• Coordinate internal communications, assist in drafting reports, and maintain process documentation
• Collaborate with team members to meet project deadlines and ensure smooth daily operations
• Coordinate with vendors and suppliers to arrange service, gather quotes, negotiate pricing, and maintain positive relationships
• Monitor inventory levels and ensure shortages are addressed promptly to avoid workflow disruptions

Special Projects & Continuous Improvement

• Serve as cross-functional backup for all Administrative Services functions to ensure operational continuity
• Identify and recommend process improvements to enhance efficiency and service delivery
• Participate in cross-departmental initiatives and contribute to organizational development
• Ensure compliance with agency policies, safety procedures, and regulatory requirements
• Perform other work-related assignments as needed

Security

• Comply with MassHousing's Information Security Program and all other Agency information security policies and procedures
• Take responsibility for any Agency assets assigned to you
• Promptly report any security events, incidents, or weaknesses to MassHousing's Information Security Team

Minimum Qualifications

• High School Diploma or GED
• 2+ years of experience in operations, facilities coordination, event management, or a related role
• Working proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Knowledge of Audio/Visual (AV) equipment
• Ability to create videos and edit video content
• Eligibility to work in, and travel freely to and from, the United States without sponsorship

Preferred Qualifications

• Bachelor's degree in business administration, hospitality industry, or a related field
• Experience with TANGO or other workspace reservation systems

Salary Range: $70,847.16 - $88,558.95 

MassHousing is an Equal Opportunity Employer.

While performing the duties of this job, the employee is regularly required to stand, walk, and sit for extended periods of time as well as push and lift up to 50 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.