Onsite Office Coordinator

Onsite Office Coordinator

Cambridge, MA

At IDEO, we use design to create new products, services, experiences; tangible strategies; and creative capabilities.

As the Office & Facilities Coordinator, you will be joining the Workplace Experience team to help create and sustain the conditions of work for IDEO employees. Reporting to both the Experience Director and Managing Director of IDEO’s Cambridge Studio, this role manages studio use, employee needs, and all day-to-day logistics to support the studio community. 

The Office & Facilities Coordinator is required to be in office 5 days a week from 9am-5pm. (Note: Hours may vary based on studio, rental, or event needs; early mornings and late evenings may be required on occasion). 

Tasks are included but not limited to the following:

• Front desk coverage
• Manage guest and employee entry
• Greet visitors and direct them to the appropriate waiting area or meeting room; alert IDEOers of their arrival 
• Manage all incoming mail, deliveries, and facilities service workers as they arrive
• Assist with proper building access for those eligible
• Set up a daily / weekly / monthly checklist to run the studio 

• Community Lunches & Food Service Hospitality
• Order and organize all catering (T, W, Th) for everything from a 1:1 meeting to a large partner gathering. 
• Setup, breakdown, and cleanup all community lunches
• Support those who have dietary restrictions when needed

• Supply Stock/Food & Beverage Stock
• Order and stock all food and beverage supplies for studio Cafe/Kitchen
• Weekly fresh food shop
• Order and stock all office supplies, accessories and materials 
• Proactively stock fridge, understand where to order from  - simplify ordering process, clean it up (ops management)

• Shipping
• Manage packaging/shipping needs for project-related items

• Events, Workshops, & Meetings
  • Understand timing for lunch, order lunch,set up lunch, and clean up lunch
• Manage all logistics for IDEOer, client, and rented space for events and meetings in the studio, and on occasion at external locations.
• Align with stakeholders on all invites, guest lists, content, run of show, floorplans, printed materials, and technology/AV
• Welcome and check in all guests
• Own food and beverage/catering needs for anything 1:1 meeting to a large partner gathering. 
• Provide onsite support for all team meetings, workshops, and events
• Assist with setup and breakdown as teams require

• Administrative Support
• Book meeting rooms for studio leadership 
• Make local restaurant reservations for senior leaders and visiting IDEOers
• Support needs and schedule of Experience Director, including scheduling facility and operational services 
• Manage and submit studio service requests through IDEO’s internal Help Desk ticketing system

• Technology 
• Serve as onsite technology and AV support during day-to-day 
• Manage Zoom Room setup and troubleshooting
• Manage equipment support and hardware lending
• Work with teams to compile technology needed for projects and project spaces
• Liaise with Global Tech team on studio and event technology needs

• Space Rental
• Oversee studio space rental calendar and bookings
• Work with Experience Director to draft proper contracts for space rental agreements
• Align with external companies and organizations on meeting/event logistics and rental expectations
• Provide support with technology and catering as needed

• Housekeeping & Cleaning 
• Tidy and clean main community spaces/FOH throughout each day; keep surfaces clear and clean of food waste, spills, and arts/crafts materials. 
• Organize all BOH supplies and equipment
• Arrange Rinse dry cleaning service
• Liaise with Cleaning Service team members on stocking, organization, and general studio deep cleans. 

• Studio/Office Runner
• Complete miscellaneous local errands for office shipping, mail, catering, supply stock, and decor updates
• Occasionally prepare food, cook, or bake for community lunches and office gatherings using BOH and FOH kitchen. 

Requirements & Qualifications

• 1-2 years of professional experience managing an office environment and employee needs 
• Ability to work with creative types across different departments and areas of discipline
• Ability to manage competing priorities and direction, and offer decisive leadership when pertaining to studio space and bandwidth
• Self-motivated, self starter with strong attention to detail and memory.
• Ability to multitask 
• Can anticipate needs and offer solutions to problems before they arise
• Basic knowledge and troubleshooting abilities for technology, AV, and Zoom 
• Strong communication and organizational skills
• Ability and desire to implement streamlining systems 
• “Can-do”attitude; and genuine interest in relationship building within the IDEO community
• Hospitality, catering, and/or service industry experience

Nice-to-Have Skills

• Background or interest in technology/AV support
• Background or interest in creative activities, art, design, and community building

Salary & Benefits

IDEO is committed to paying its employees equitably, regardless of gender identity or race/ethnicity/cultural identity. We support the holistic well-being of our community by providing a thoughtfully designed benefits package.

The salary range for this role is $50,000 - $80,000 USD. This range is influenced by a wide range of factors considered in compensation decisions at IDEO. This includes, but is not limited to: skills, industry knowledge, and experience. Final offers may vary from the amount listed based on geography, candidate experience & expertise, and other factors.

In addition to base compensation, IDEO offers a rich benefits package including the following:

Health Benefits: Vision, Dental, Healthcare

Financial Benefits: 401K matching

Family & Caregiving: Parental Leave, Adoption Assistance, Fertility Assistance, Transgender Medical Assistance, Breastmilk shipment, Back-up/Dependent Care, Pet Insurance

Other Benefits: Flexible Work, Flexible Time Off, Paid Holidays, Annual Education Stipend, Home Office Stipend

Commitment to Diversity

At IDEO, we are committed to the work of advancing diversity, equity and inclusion within our organization and in the world. Our purpose of having disproportionate, world-changing impact through design is directly connected to our ability to bring many different perspectives to the table. This applies to our candidates, the people we hire, the clients and customers we serve, and the communities we learn from in our research.

As a human-centered organization, we are committed to working with and designing for people of every race, ethnicity, gender identity, sexual orientation, age, socio-economic status, physical ability or attribute, religion, national origin, or political belief. We recognize that this commitment requires ongoing work and sustained attention, as well as adaptation to new insights and best practices. We keep our diversity data public for the sake of accountability and transparency. These commitments will also be part of your journey at IDEO, so please feel free to read more about them here.