Office Service Manager

Job Description

Job Description

Job Title: Office Services Manager

Job Description

The Office Services Manager oversees all activities related to office services operations at a Westford, MA site, ensuring a safe, efficient, and engaging workplace. This onsite role manages day-to-day office operations, serves as the primary point of contact for local site leaders and employees, and partners closely with real estate, facilities, finance, and IT teams. The position focuses on vendor and contract oversight, site services coordination, and continuous improvement of the employee experience. This is a 6‑month onsite assignment, with the possibility of extension and no planned conversion to full-time employment.

Responsibilities

• Serve as the primary point of contact for local site leaders, the Real Estate Site Services (RESS) Regional Lead, and all local employees on day-to-day site operational matters.
• Oversee all aspects of site operations, including reception, security, business continuity, emergency response planning, environmental health and safety programs, ergonomics, green initiatives, sustainability, food services, office supplies, record retention, asset management, recycling, satisfaction surveys, transport services, and related activities.
• Collaborate with site leadership and the RESS Regional Lead to create a positive employee experience by proactively addressing individual, team, and site needs and by managing the local work environment.
• Support the development of action plans based on employee survey results, suggestion box input, and feedback from site meetings to drive continuous improvement.
• Partner with site leadership to establish, plan, and implement site-level initiatives, leveraging best practices and guidance from the RESS Regional Lead.
• Work closely with the RESS Regional Lead and Finance team to prepare, manage, and forecast site operational budgets and costs.
• Identify opportunities for cost optimization and service enhancement in partnership with regional leadership and finance.
• Supervise vendor and contract administration, including insurance and risk management for all site services and vendors, ensuring compliance with legal and contractual requirements.
• Monitor vendor performance and ensure that deliverables align with business objectives and service-level expectations.
• Develop and manage occupancy plans and seating assignments, using RESS resources to propose options that support evolving business space requirements.
• Oversee and coordinate office moves, expansions, and facility projects, including HVAC, electrical, and plumbing work, by leveraging regional facilities support.
• Act as the primary liaison with property management for landlord-provided services and coordinate visits for internal and external guests, including regulatory agencies.
• Support and coordinate corporate shipping and receiving operations, as well as global trade-related activities at the site.
• Provide local support for onboarding and orientation of new hires, including coordination with university relations and recruitment teams as needed.
• Coordinate with IT to support new hires, telecommunications, videoconferencing, and any laboratory or site-specific technology requirements.
• Organize, implement, and manage site-level Global Citizenship initiatives, including employee events, charitable contributions, and community relations activities.
• Maintain a strong understanding of office operations processes, procedures, systems, and concepts, and apply this knowledge to improve service delivery.
• Use strong mathematical skills to support budgeting, cost analysis, and financial tracking, including calculations of percentages, discounts, and markups.
• Provide general office management and administrative support to ensure smooth daily operations and a high level of service to internal stakeholders.
• Remain available to be contacted about facility emergencies outside of regular working hours, understanding that response is optional.

Essential Skills

• 4–5+ years of job-related experience in office services, facilities coordination, or a similar operations-focused role.
• Prior shift manager or supervisory experience, demonstrating the ability to lead and coordinate teams and vendors.
• Proven vendor management expertise, including managing vendor relationships, monitoring performance, and ensuring contractual compliance across multiple service providers.
• Demonstrated experience in vendor and contract oversight, aligning deliverables with business objectives and service-level expectations.
• Strong interpersonal skills with the ability to build and maintain productive relationships across teams and functions.
• Effective written and verbal communication skills, with the ability to articulate ideas clearly and facilitate collaboration among diverse stakeholders.
• In-depth understanding of processes, procedures, systems, and concepts within office operations or a related function, with basic knowledge of adjacent job functions.
• Exceptional math skills with the ability to calculate complex figures such as percentages, discounts, and markups to support budgeting and cost management.
• Expert knowledge of Microsoft Office applications, including Word, Excel, Outlook, and related tools used for reporting, communication, and planning.
• Strong organizational skills with the ability to manage multiple priorities, projects, and deadlines in a dynamic environment.
• High school diploma or GED.

Additional Skills & Qualifications

• Familiarity with budgeting, invoice reconciliation, and financial reporting to support vendor and contract processes.
• Customer-centric mindset, with a commitment to delivering a superior experience for internal and external customers and a focus on continuous improvement.
• Ability to tailor communication style and messaging based on audience needs, context, and preferences.
• Collaborative approach, demonstrating openness to feedback and the ability to work effectively in cross-functional settings.
• Team-oriented attitude, willingly supporting peers, sharing knowledge, and contributing to a culture of inclusion and mutual success.
• Excellent organizational skills combined with a highly inquisitive mindset and a desire to understand and improve processes.
• Willingness to learn and work with HVAC systems, with training provided as needed.
• Willingness to learn and use the Coupa procurement tool, which will be taught during onboarding.
• Experience in office management, administrative support, or facilities coordination.
• Comfort participating in a multi-step virtual interview process (typically 2–3 stages).

Work Environment

This role is based onsite in Westford, MA, with standard working hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. The position operates within an office and soft services environment, supporting office operations, facilities, and site services for a busy corporate location. The Office Services Manager works closely with site leaders, the Real Estate Site Services (RESS) Regional Lead, finance, IT, and other internal partners, as well as with multiple external vendors and the building’s property management team. The work involves managing a wide range of services, including reception, security, environmental health and safety programs, ergonomics, green initiatives, food services, and transport services. The role may involve coordination of facility projects such as HVAC, electrical, and plumbing, leveraging regional support and vendor partnerships. Onsite presence is required, and while the manager may be contacted about facility emergencies outside normal working hours, responding is optional. The environment is professional, collaborative, and service-oriented, with a focus on employee experience, sustainability, and community engagement through events and charitable and citizenship initiatives. Standard business attire appropriate for a professional office setting is expected.

This is a Contract position based out of Westford, MA.

The pay range for this position is $40.00 - $42.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Westford,MA.

This position is anticipated to close on Jun 19, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.