Part Time Operations Coordinator

Why Consider This Job Opportunity

The part-time Operations Coordinator provides support to the Chief Executive Officer (CEO), Chief Technology Officer (CTO), and design team managers. This position keeps our engineering-focused office in Waltham, MA running smoothly.  Work with an exceptional team as we create and deploy new technology.

What To Expect (Essential Job Responsibilities)

Office Administration

• Order supplies and ensure inventory levels meet operational needs.
• Coordinate catering and logistics for internal meetings and events.
• Handle document tasks including printing, signing, and scanning.
• Ship packages and stock the breakroom.
• Host visitors, ensuring a professional and hospitable experience.
• Serve as the primary contact for HVAC, utilities, and general facility maintenance.
• Liaise with the landlord and external vendors to resolve issues and maintain office standards.
• Organize office space arrangements, including furniture to accommodate staff.
• Act as the go-to person for unexpected operational challenges.

PCB Build Coordination

• Collaborate with engineers on bill of materials for printed circuit board (PCB) builds.
• Order components and manage inventory for builds, coordinating with third-party vendors.
• Ship materials and monitor progress to ensure adherence to build schedules.

Miscellaneous Job Responsibilities

IT & Technical Support

• Provide user-level IT support for local staff, including troubleshooting.
• Assist with PC and printer setup, maintenance, and troubleshooting.
• Provide on-site, hands-on support for network and server issues in coordination with the remote IT team.
• Follow-up on IT support tickets, ensuring timely follow-up and resolution.
• Handle miscellaneous technical tasks as needed

AI Search & Research Support

• Input and refine prompts to generate meaningful outputs, organizing results for review.
• Collaborate with staff on findings, iterating search strategies to improve outcomes.

Digital Transformation (DX) Support

• Conduct targeted searches, downloading academic papers and technical documents.
• Use AI tools to summarize and catalog patents.
• Maintain and reorganize digital file structures ensuring accuracy and data integrity.

What Is Required (Qualifications)

• High school diploma.
• 2+ years of related work experience.
• Basic proficiency in Microsoft Office programs such as Outlook, Word, PowerPoint, and Excel.
• Able to exercise discretion and maintain confidentiality.
• Ability to demonstrate professional interpersonal skills including effective collaboration and communication, ability to work in a team-oriented environment, and strong proficiency in organizational skills.
• Problem solving and decision-making skills, high attention to details, and must be adaptable with the ability to consistently deal with ever-changing conditions.

How To Stand Out (Preferred Qualifications)

• Some college coursework in business.
• Ability to speak, read, and write in Japanese.
• Advanced proficiency in Microsoft Office programs such as Outlook, Word, PowerPoint, Excel, Teams, and OneNote.

Perks

• Comprehensive benefits package including medical, dental, and vision insurance.
• Generous Paid Time Off including paid holidays and floating holidays.
• 401(k) employer match on retirement planning.
• Hybrid working schedule for eligible positions.
• Tuition reimbursement on approved programs.
• Flexible and health spending accounts.
• Talent Development program.