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Workplace Coordinator

| Greater Boston Area

Hi there! We are Alyce, a quickly growing software startup in Boston. Our vision is to make every business relationship more human. Through the power of personalized gifting, we are able to help companies build more meaningful and “real” connections with those around them. We get to come to work every day and help others bring smiles

 

Are you ready to showcase your skills in a highly visible role as the Workplace Coordinator for a dynamic and growing company? Alyce is looking to hire a Workplace Coordinator who has amazing customer relations skills to provide the highest level of customer service to colleagues. To be successful in this role, you must enjoy working with people and embody the work ethic and "can do" attitude that will allow you to seamlessly multi-task and follow through on a wide variety of projects. You'll interact with every department within our organization, one of the benefits of being in such a visible role.

This position requires the handling of all information with professionalism and integrity. As part of our dynamic environment, you will feel a sense of accomplishment as you develop your technical, social, and administrative skills, as well as see your efforts contribute to meeting the needs of our overall team.

A DAY IN THE LIFE
As the main point of contact for our team in the Boston office, your day will start by opening the office, turning on the lights and confirming all TV’s and meeting spaces are ready for the days' meetings. Next, you will review the executive member's schedules, confirming all needed lunch orders are placed and conference rooms are booked. Next, check each conference room schedule for any declined meetings that needs to be booked into a new conference space, along with removing any meetings that have been canceled.

Now it is time to stock the kitchen for the day, along with organizing the pantry and taking inventory. Finally, it is 9 am and the team will start trickling into the office and peppering you with request and questions. Prioritization is key as some requests will be more important/time sensitive pulling you away from your other duties.

Once you finish the kitchen you will have a chance to review your emails and order all need food or supplies you need from the inventory you took while setting the kitchen up. Be prepared to be interrupted about every 5 -7 minutes: employees needing assistance for a variety of reasons, broken laptops, TVs not working, outgoing mail, software issues, help to book a hotel and/or travel, incoming deliveries and more. It is important to attend to the packages, and mail as they arrive so it does not pile up, as it tends to do so quickly. By now everyone will have made lunch plans, 60% of the office may eat out for lunch, as we are located close to Downtown & South Station making it hard to choose what to eat for lunch every single day!

After lunch, you will most likely come back to deliveries - such as the groceries you ordered in the morning will arrive, usually, seltzer will need to be restocked after lunch as well. For the rest of the day, guests will visit the office, interview candidates will be walking in, and employees will be reaching out for assistance with projects. It will be your job to keep these interviews on track, making sure each team member is starting on time. Time flies and now it's 5 pm and you will wonder where the day went! I can promise you no two days will be the same, and you will never find yourself bored during the day, it is a fast paced office with a number of balls in the air at all times!

No matter the day or what is happening you must possess a zest and enthusiasm for welcoming all of our guests and passion for and providing our employees with a best in class office experience.

In addition, the following responsibilities are yours:

  • Office budget and follow up including ordering and purchasing of all office supplies.
  • Manage office facilities including furniture, kitchen area, meeting rooms. Order office supplies, and ensure that common areas and kitchen are equipped and kept clean.
  • Nurture and maintain positive working relationships with all company vendors, cleaners and property management company.
  • Coordinate the maintenance and repair of facilities, office equipment, and technology for the office.
  • Support office moves and build-outs.
  • Recommend office improvements to enhance our culture and employee wellness.
  • Support the Operations team and other department with unique tasks and projects s they become available.

Required Qualifications and Skills:

  • 2+ years, experience in an office manager or administrative role.
  • A positive, can-do attitude with excellent written/verbal communication, superior organizational, follow-up, and multi-tasking skills for a fast-paced office.
  • Ability to remain calm under pressure and maintain a poised and professional demeanor
  • A strong focus on detail and accuracy of work with the ability to take on full ownership of assigned work
  • Ability to maintain confidentiality with sensitive information
  • Able to lift 50lbs and move office furniture and supplies
  • Team player with a hunger to learn.
  • Working knowledge of Microsoft Office suite (Excel, Word, PowerPoint), Adobe Acrobat, Gmail, and Google Calendar.
  • Bachelors, Degree or equivalent office management experience.

 

Still with us?

If you share our values and believe that “give first and give often” leads to a better professional and personal life, we want you to join our team of 100 globally (30 in our Boston headquarters) near South Station. This role reports to the Head of Operations.

Come join our growing team!

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Location

We're located in the financial district, a short walk from South Station and Park Street.

An Insider's view of Alyce

What's something quirky about your company?

In our initial hiring process, we ask one simple question, “what is the best present you have ever given someone?” This tells us two things, how much the prospective hire really wants the role and how much they embody our company morals to give first.

Mike Goldenberg

Head of Sales

How does the company support your career growth?

We support career growth through offering self-improvement stipends that people have used to attend job-specific conferences or workshops. We have also had people switch departments, like from Customer Success to Product Management or Sales to Marketing because Unwrapping the Possibility (10x yourself) is one of our core values!

Daniel Rodriguez

Head of Marketing

What is your vision for the company?

We're making B2B sales and marketing more human and bringing smiles to the faces of thousands of people at work everyday. We believe that companies have gone too far in their spray and pray, impersonal tactics and we're leading the movement back to the importance of the 1-to-1 interactions that create real connection through the act of gifting.

Greg Segall

Founder and CEO

What are Alyce Perks + Benefits

Alyce Benefits Overview

We strive to build an inclusive culture that celebrates our individual differences as real people who are united by our company's core values. We are growing very quickly, which means we have A LOT of fun milestones to celebrate. We've created benefits and perks that reflect our investment in the most valuable asset we have as a company: our team.

Culture
Volunteer in local community
We are all about giving back-- and use quarterly events as a way of doing so. Many of our employees also volunteer on their own locally-- as coaches, mentors and Bigs.
Partners with Nonprofits
We're proud that our product helps companies contribute to hundreds of charities! We also have formal partnerships with local nonprofits Artists For Humanity and ArtLifting.
Friends outside of work
Eat lunch together
Open door policy
Team owned deliverables
Team based strategic planning
Group brainstorming sessions
Open office floor plan
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Dental Benefits
Vision Benefits
Health Insurance Benefits
Onsite Gym
Retirement & Stock Options Benefits
401(K)
Company Equity
All full-time employees have stock options as part of their compensation package, which vest over a four year period.
Vacation & Time Off Benefits
Unlimited Vacation Policy
Perks & Discounts
Casual Dress
Company Outings
We host a company outing every quarter, which we use to both give back to the community but also to build team camaraderie. Examples include a Charles River cleanup and Escape The Room.
Stocked Kitchen
Alyce has a (really nice) kitchen with unlimited snacks, coffee, tea and Spindrift sparkling water. A bottle of scotch, red wine or case of beer shows up on occasion.
Happy Hours
1-2x per month, various members of the team can be spotted at Biddy Early's pub after work.
Fitness Subsidies
Employees have access to a state-of-the-art fitness center located in our office building (paid for by Alyce).
Professional Development Benefits
Promote from within
Continuing Education stipend
We want people to invest in what makes them grow as individuals. We offer $500 annually toward continued education, whether it is for professional development or personal growth.
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