Office Manager & Administrative Coordinator

Company Description

Veracross provides SaaS-based School Information Systems (SIS) designed to meet the specific needs of independent K-12 schools worldwide. Our one-record solution combines the power of a fully integrated single-record database, personalized communication tools, and an elegant architecture that is unique in our industry.

We are a growing, values‑led community of 350 employees in the US, UK and Australia who share a vision to unify school communities, improve the quality of education, and enhance learning. And we’re succeeding! As of early 2024, we are supporting 3,200+ schools in 60 countries.

Veracross is five product brands in one global tech company

• Veracross SIS is a one‑person, one‑record school management platform
• Magnus Health provides cloud‑based Student Health Record (SHR) solutions
• Digistorm connects with their communities through Digistorm Websites, Digistorm Funnel, and Digistorm Apps
• Epraise incentivizes student well‑being and connects teachers, students, and families
• Firefly provides an online learning space for students and teachers

Role Overview

Highly organized and professional Office Manager & Administrative Coordinator to own the daily operations of our new Global HQ. Responsible for workplace management, front desk reception, facilities coordination, and providing administrative and event support to the SVP of Business Operations, the Executive Leadership Team (ELT), and Senior Leadership Team (SLT).

The ideal candidate thrives in a people‑facing role, is technically proficient, proactive in managing office needs, and ensures our office environment reflects our company culture and values.

Key Responsibilities

Workplace Operations & Facilities

• Own day‑to‑day workplace operations, including front desk coverage, reception, and office environment upkeep
• Manage incoming/outgoing mail and packages
• Serve as the primary point of contact with building management, cleaning staff, and contractors/service personnel
• Oversee office supply ordering and inventory management
• Manage office snacks, coffee, and food ordering as needed
• Ensure the office environment remains tidy, professional, and welcoming

Event & Meeting Support

• Partner with Business Operations, the Executive Leadership Team (ELT), and Senior Leadership Team (SLT) to coordinate on‑ and off‑site meetings and events, including scheduling, catering, décor, and logistics
• Support hotel room reservations, transportation, and restaurant bookings for group events
• Assist with invitations, logistics, and coordination for in‑person events (note: direct calendar ownership is not expected)
• Maintain visitor logs and ensure guest experience aligns with company culture

Cross‑Functional Administrative Support

• Provide light support to Business Systems, HR, and other in‑office functions
• Assist with document preparation, scheduling support, and coordination across teams as needed
• Act as a cultural liaison in day‑to‑day interactions with employees, contractors, and visitors

Experience & Background

• 3–5 years of professional experience in office administration, workplace operations, or facilities management
• Experience coordinating logistics for meetings and events (on‑site and off‑site)
• Familiarity with vendor management, building operations, or workplace services

Skills & Competencies

• Strong organizational skills with the ability to juggle multiple priorities and deadlines
• Excellent interpersonal and communication skills; professional presence at the front desk
• Proficiency in Microsoft Office 365 (Outlook, Excel, PowerPoint, Teams, SharePoint)
• Familiarity with collaboration tools such as Slack and Confluence a plus

Behaviors & Attributes

• Approachable, reliable, and customer‑service oriented
• Comfortable rolling up sleeves for hands‑on tasks while maintaining professionalism
• High degree of confidentiality, discretion, and trustworthiness
• Flexible and adaptable; thrives in a dynamic environment
• Acts as a cultural ambassador, ensuring the office reflects company values

Work Requirements

• Ability to work full‑time, in‑person at our Wakefield, MA office
• Willingness to support occasional but planned early/late hours during events

Ideal Candidate Profile

• Professional, approachable, and reliable
• Enjoys being the “go‑to” person for office needs and logistics
• Flexible and adaptable, willing to roll up their sleeves for everything from vendor calls to event planning
• Acts as a cultural ambassador, helping maintain a welcoming, collaborative workplace environment

Benefits

• 3 weeks of vacation per year
• 14 paid holidays per year (including the week off between Christmas and New Year\’s Eve)
• 56 Hours of paid sick leave annually
• Top tier benefits –
  • Medical, Dental & Vision (Blue Cross Blue Shield & EyeMed)
  • Veracross LLC Fidelity 401(k) Plan – Managed by Sentinel Benefits

Salary at Veracross is determined by a variety of factors including, but not limited to: business considerations, local market conditions, and internal equity, as well as candidate qualifications, such as skills, education, and experience. The compensation range for this position is $80k to $85k (annualized USD) in addition to potential bonus.

We value the power of an inclusive culture and a strong sense of belonging. We seek to infuse diversity and inclusion in everything we do while promoting a culture where differences are embraced as strengths; opportunities are equal and accessible; consideration and respect are the norm; and all team members are supported in reaching their full potential.