Location: Waltham,MA, USA
Join us for an exciting opportunity as an Office Administrator (Temporary).
This is a temporary role that is anticipated to last for approximately 90 days. Depending on Company need and performance there may be the potential for conversion to a permanent full-time role.
NEXT's mission is to help entrepreneurs thrive. We're doing that by building the only technology-led, full-stack provider of small business insurance in the industry, taking on the entire value chain and transforming the customer experience.
Simply put, wherever you find small businesses, you'll find NEXT.
Since 2016, we've helped hundreds of thousands of small business customers across the United States get fast, customized and affordable coverage. We're backed by industry leaders in insurance and tech, and we still have room to grow - that's where you come in.
Our People & Workplace Team makes sure Next Insurance is a phenomenal place to work every day. We're responsible for building, growing and developing the careers of the extraordinary people who work here, while also creating the best office environment. As Office Manager, you will be responsible for fostering, and creating an engaging, and efficient office environment ensuring happiness and productivity. This will be a unique role supporting a hybrid workplace and overseeing day to day office operations in our Waltham, MA office. You will report to the Head of Workplace and be a close partner to site leaders in Waltham, MA. Our ideal candidate will have the desire to constantly learn new things, always be willing to help, possess a positive & collaborative spirit, and can thrive with little supervision.
What you'll do:
* Oversee and manage daily office operations to ensure efficiency, happiness, and productivity.
* Acting as the face of the office and the point of contact with building management, internal employees & cross-functional partners
* Coordinate administrative activities, including managing vendor schedules, company meetings, onsite offsites, greeting and touring visitors/candidates, etc.
* Exhibit supreme attention to detail to provide a sparkling workspace that's inviting and clean as a whistle 24/7.
* Ensuring the office environment is on-brand and reflects the values of NEXT.
* Coordinate and execute engaging events like company milestones, weekly brunches, holiday parties, and surprise & delight moments.
* Maintain office supplies inventory and ensure proper stocking levels.
* Handle incoming and outgoing correspondence, including emails, Slacks, tickets, and occasional phone calls.
* Sorting, routing mail to the proper department; sometimes scanning important claims or financial related materials.
* Manage office budgets and expenses.
* Assist in People-related tasks such as tours, hosting visitors/candidates, and setting the tone to provide an uplifting office experience.
* Implement and maintain office policies and procedures to uphold organizational standards.
* Coordinate office maintenance and repairs, liaising with vendors and service providers.
* Assist in special projects as needed.
* Overseeing office moves, reshuffles, furniture placement, and upgrades to the built environment.
* Prep space as needed for specific meeting types (e.g. onsites, trainings, all-hands, partner meetings, events, etc.).
What we need:
* Associates or Bachelor's degree in hospitality, human resources, facilities, or related fields preferred.
* Proven experience as an office admin. and/or manager or similar administrative role.
* Excellent organizational and multitasking skills with strong attention to detail.
* Proficiency in Google Suite, Slack, and ticketing systems.
* Strong communication and interpersonal abilities.
* Ability to work independently and collaboratively in a fast-paced environment.
* Problem-solving skills with a proactive and resourceful approach.
* Familiarity with People processes and basic accounting principles is a plus.
* Ability to maintain confidentiality and handle sensitive information with discretion.
* Flexibility to adapt to changing priorities and deadlines.
* Motivated with a passion for organization and administration
* Able to interface with executive leadership and be the face of the office.
* Space planning, workplace/facilities certification a plus.
* Able to be onsite 5 days a week during core business hours.