Operations Coordinator

Operations Coordinator

The UMass President's Office expects to pay within an approximate hiring range between $45,000 - $60,000 for this position. The specific pay for this position will be determined by the University based on consideration of all relevant factors when and if it decides to extend an offer of employment.

Westborough, MA

Monday – Friday 8:30a-5:00p May have to work occasional holidays, weekends, and nights. This position is primarily onsite in our Westborough MA office due to hands-on operational responsibilities; however, a hybrid schedule may be available for certain administrative tasks based on business needs.

Job Summary

The Operations Coordinator supports daily office operations in Westborough, MA by coordinating building access and visitor management and partnering with property management and vendors to keep the workplace clean, safe, and fully operational. The role also supports meetings and events (including room scheduling, setup, and event logistics), manages mailroom and office supply functions, enters and tracks procurement requests and invoices, and helps document procedures and communicate operational updates.

Essential Functions

General Operational Support:

• Provide front office reception support and handle incoming phone calls and inquiries.
• Support building access control system software, including badge & access requests, visitor management, and document processes.
• Coordinate facility maintenance and repairs with property management and third-party vendors; submit, track, and follow up on work orders to completion.
• Oversee minor maintenance tasks (e.g., appliance cleaning, minor furniture repairs) and escalate vendor repairs when necessary.
• Manage office equipment and coordinate service support as needed.
• Conduct routine walkthroughs and respond to issues to ensure common areas and workspaces are clean, safe, and fully operational.
• Maintain emergency supplies and assist with emergency procedures and office preparedness activities.
• Coordinate surplus/disposal activities and ensure compliance with recycling/disposal policies.
• Enter requisitions, purchase orders, and vendor invoices; track approvals and follow up on outstanding requests.
• Perform other operational tasks and errands as assigned; provide support to departments without dedicated onsite resources.

Event Support:

• Support the online event reservation system (Robin) by reviewing, coordinating, approving or declining, and scheduling meeting room and event reservations, while providing general operational support.
• Manage event coordination work order submissions (Salesforce) and coordinate the facilities, room configuration, cleaning, A/V, and other operational support needed and be primary contact who submits information in Robin
• Support Administration and Finance (A&F) event planning by coordinating outside reservation scheduling and preparing or placing shopping and supply orders for A&F events.
• Set up and break down rooms and furniture for meetings, trainings, and events.
• Provide light A/V support for meetings and events and escalate complex issues to the IT department.

Mailroom & Office Supply Operations:

• Lead mailroom and shipping activities: receive, sort, route incoming mail and packages; process outgoing mail and shipments.
• Manage inventory, procurement, and restocking of essential office and building supplies; perform weekly errands to maintain stock levels.

Operational Procedures and Communications:

• Assist in developing, documenting, and implementing operational procedures to improve office workflows and building operations.
• Maintain and update operations calendars.
• Communicate operational updates to occupants and stakeholders.
• Provide administrative and operational support to all departments, including backup coverage for routine administrative functions and other duties as needed.

Perform other responsibilities as required

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience):

• Associate's degree or equivalent experience.
• A minimum of five years' operations support experience within a high-paced office environment.
• Excellent communication skills including verbal and written.
• Knowledge of office procedures and equipment.
• Proficient with Microsoft office applications.
• Demonstrated ability to:
  • Work effectively with all members of the organization and outside constituents.
  • Organize, set priorities, and multi-task with minimal supervision.
  • Manage competing priorities and deadlines.
  • Ensure compliance of university policies/procedures.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience):

• Bachelor's degree
• A general understanding of accounting and purchasing principles.
• Creative thinking, offering input and suggestions to improve efficiency and effectiveness.

Working Conditions:

• Typical Office environment
• Must be able to lift up to 50 pounds
• May have to work occasional holiday, weekends, and nights.

Additional Details:

All offers are contingent on the successful completion of a background check.