Office Services Professional

Job Description: Office Services Professional

About Energetiq

Energetiq is the high technology, ultra-bright light source division of Hamamatsu Corp., a Japanese optical components and systems company. At Energetiq we are growing our market presence by introducing breakthrough products using our patented, ultra-bright Laser-Driven Light Source (LDLS™) and Electrodeless Z-Pinch™ EUV technologies. These technologies are used in a variety of markets such as high-end computer chip manufacturing, sensor testing for cell phones, and in a variety of drug discovery and medical applications. Our customers are sophisticated equipment manufacturers that operate at the forefront of what is possible.

Location: This position is onsite and is based in Wilmington, MA

Position Summary:

The Office Services Professional is responsible for the effective day-to-day management of the office and provides administrative support to the Human Resources function. This role ensures the workplace remains organized, professional, well-supported, and responsive to employee and business needs by managing office services, coordinating external vendors and service providers, overseeing supplies and workplace resources, supporting meetings and company events, and addressing routine operational needs. This position reports to the Senior Human Resources Manager.

Key Responsibilities:

• Manage the day-to-day operation of the office, ensuring workplace needs are identified, prioritized, addressed, and followed through to completion.
• Serve as the primary point of contact for office-related employee needs, questions, and service requests, resolving routine matters independently and escalating issues when appropriate.
• Manage relationships and day-to-day coordination with external vendors and service providers, including scheduling, access, service requests, documentation, issue resolution, and follow-up.
• Oversee office supplies, kitchen provisions, employee amenities, equipment needs, conference rooms, shared spaces, deliveries, and other workplace resources to maintain an organized and professional environment.
• Establish and maintain schedules and trackers for recurring office services and requirements, proactively coordinating activities before service or business needs arise.
• Coordinate office repairs, equipment servicing, cleaning needs, access-related requests, and other workplace services through the appropriate internal resources or external providers.
• Plan and coordinate company meetings, employee events, celebrations, training sessions, and other onsite or offsite activities, including vendors, catering, logistics, communications, setup, and execution.
• Provide general administrative support to the Finance function, including assistance with customer order entry, accounts receivable and accounts payable processes, and other Finance-related activities and projects as needed.
• Communicate relevant office updates, service interruptions, scheduling changes, and other workplace information to employees in a timely manner.
• Manage multiple competing priorities while maintaining appropriate responsiveness, confidentiality, professionalism, and follow-through.
• Perform additional administrative, HR, and office support responsibilities based on evolving business needs and priorities.

Minimum Requirements: 

• Associate degree preferred; equivalent relevant experience in office management, administration, or a related function will be considered
• 2-4 years of experience in office management, office administration, HR coordination, administrative support, or a comparable role.
• Demonstrated ability to independently manage routine office activities, prioritize multiple concurrent needs, and drive assigned matters through completion.
• Strong organizational and time-management skills, attention to detail, and the ability to maintain accurate records, schedules, and trackers.
• Strong written and verbal communication skills with a professional, service-oriented approach when interacting with employees, candidates, visitors, vendors, service providers, and leadership.
• Proficiency with standard office productivity tools and the ability to learn and maintain HR systems, databases, purchasing tools, or other business applications.
• Ability to handle confidential and company-sensitive information with discretion, sound judgment, and consistent attention to accuracy.

Preferred Qualifications: 

• Experience managing office services, vendors, purchasing, invoices, meetings, workplace requests, and recurring administrative activities.
• Demonstrated customer-service orientation, ownership of follow-through, and practical problem-solving skills in a fast-paced office environment.

The compensation salary range for this role is $66,000 to $76,000. Actual compensation packages are based on several factors that are unique to each candidate, including but not limited to skill set, depth of experience, and certifications.

Energetiq Technology, Inc. is an equal opportunity employer. We foster a culture where everyone has an opportunity to succeed regardless of race, color, religion, age, ancestry, national origin, social or ethnic origin, sex, sexual orientation, gender, gender identity, gender expression, marital status, pregnancy, parental status, disability, medical condition, genetic information, military or veteran status, union membership, and political affiliation, or any other legally protected group.