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Office Coordinator

WakefieldOn-siteFull-time

AI Summary

Manages office operations, reception, and administrative support for the Wakefield office, including vendor coordination, facilities management, and executive assistance.

About this role

Our culture is rooted in a shared vision — to help keep the world’s most precious resource safe — and in the core values that guide us in pursuing this vision and delivering on our mission to clients.

We provide the highest quality liquid storage design and construction services at the best long-term value with an unrivaled customer experience. We have built over 3,500 pre-stressed concrete liquid storage tanks over the past 90 years around the country and world, as a result we have become the leader in the industry when it comes to quality and innovation.

As an Office Coordinator at DN, you will be responsible for creating a professional, organized, and welcoming office environment while ensuring the efficient day-to-day operation of our Wakefield office. Our Office Coordinator acts as the first point of contact for visitors, employees, and business partners, oversees reception, office operations, facilities coordination, vendor management, administrative support, and workplace services to promote an efficient and positive employee experience.

Primary Responsibilities

Reception & Customer Service

Welcome visitors, clients, and vendors in a professional and friendly manner.

Answer, screen, and direct incoming telephone calls and inquiries.

Manage visitor sign-in procedures and notify employees of guest arrivals.

Receive, sort, and distribute incoming mail and packages.

Office Operations

Manage inventory and ordering of office, kitchen, breakroom, restroom, cleaning, and shipping supplies.

Maintain postage equipment and office resources.

Ensure common areas, conference rooms, kitchens, and shared spaces are organized, stocked, and presentable.

Coordinate office meals, catering, employee hospitality, and workplace events.

Administer office budgets by tracking expenditures, reconciling invoices, monitoring spending against budget, and identifying variances to support effective financial planning and fiscal accountability.

Facilities & Vendor Management

Serve as the primary point of contact for building management and office vendors.

Coordinate janitorial services, landscaping, pest control, and facility maintenance, including HVAC, plumbing, electrical, and general office repairs.

Review and process office-related invoices and maintain vendor relationships and service records.

Administrative & Executive Support

Coordinate travel accommodations, including hotel recommendations and lodging arrangements for regional leaders and visitors.

Support the Regional Leadership Team (RLT), Regional Giving Committee (RGC), Events Committee, and other company meetings by coordinating meeting logistics, preparing PowerPoint presentations and materials, and documenting follow-up actions as needed.

Prepare and maintain quarterly update PowerPoint presentations

Provide administrative support for regional initiatives, special projects, and day-to-day operational requests.

Qualifications

3–5 years of experience in office administration, executive support, business operations, or a related field.

High school diploma or equivalent required; associate or bachelor’s degree preferred.

Strong organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and follow-up activities with attention to detail.

Experience coordinating meetings, events, travel, lodging, calendars, and related logistics, including preparation of presentations and meeting materials.

Strong written and verbal communication skills with the ability to interact professionally with employees, leadership, vendors, and external partners.

Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

Experience supporting office operations, including vendors, facilities, supplies, purchasing, and workplace services.

Professionalism, discretion, and initiative, with the ability to work independently, anticipate needs, maintain confidentiality, provide excellent customer service, and build effective relationships across all levels of the organization.

Total Rewards

Our Total Rewards offerings are designed to invest in our employees and their families, including:

Competitive base compensation plus eligibility for DN’s annual incentive bonus program
401(k) retirement plan consisting of a 100% employer match on the first 6% of employee contributions and an additional 3% Safe Harbor company contribution
Medical coverage effective on date of hire, with DN covering 80%–85% of premiums depending on plan selection
Dental coverage effective on date of hire, with DN covering 75% of premiums
Voluntary vision coverage effective on date of hire
Flexible Spending Account options for eligible medical, dental and dependent-care expenses
Company-paid life insurance, accidental death & dismemberment coverage, and long-term disability coverage
Paid time off starting at 16 days annually, increasing with tenure, plus 9 paid holidays each year
Half-day Fridays between July 4 and Labor Day
Paid parental leave for birth mothers and spouses or committed partners
Employee Assistance Program available at no cost to employees and household members for work/life support
Tuition reimbursement
Gym reimbursement
Employee referral incentive program
Career growth, internal mobility and professional development opportunities within a stable, purpose-driven company

Skills

Budget AdministrationExcelFacilities CoordinationMeeting LogisticsMicrosoft OfficeOutlookPowerPointTravel CoordinationVendor ManagementWord

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