Employee Experience Coordinator

Foleys Boston office is growing and were looking for an organized personable Employee Experience Coordinator to be the primary point of contact for everything happening in the office and to support our People team. This is a full-time hybrid role onsite in Boston Tuesday through Thursday at minimum.

Youll own the day-to-day of the office (vendors ordering maintenance and anyone walking through the door) lead in-office event planning and catering and partner closely with the People team on leadership meeting coordination travel and administrative support spanning candidate experience onboarding and scheduling. Were looking for someone who is genuinely passionate about making Foley a great place to work enjoys variety and takes ownership of the details.

What youll do

Office & Vendor Management

• Serve as the primary point of contact for all office vendors (snack and beverage suppliers cleaning maintenance building management and other service providers) coordinating deliveries service visits invoices and renewals

• Manage recurring and ad hoc ordering for office supplies snacks beverages and kitchen inventory

• Coordinate facilities and maintenance requests with building management and keep common areas kitchen and huddle/conference rooms stocked tidy and functional

• Receive sort and distribute incoming mail and packages and manage outgoing mail and shipments

Reception & Guest Experience

• Serve as the primary point of contact for anyone visiting the office greeting and registering guests and managing the front desk during office hours

• Own badge and key fob management for employees and guests including issuing deactivating and troubleshooting building access

• Answer general employee questions about the office and space

• Maintain and administer the desk and room booking software (e.g. Kadence) including user setup configuration and troubleshooting

Event Planning & Catering

• Own planning and execution of in-office events team lunches celebrations and offsites hosted in the Boston office

• Manage catering orders and vendor coordination for events including setup and breakdown

People Team Support

• Assist the People team with leadership meeting coordination including scheduling logistics and materials preparation

• Coordinate travel arrangements for leadership and other team members as needed

• Support candidate experience during the hiring process including interview scheduling and day-of coordination

• Assist with onboarding logistics for new hires including first-day setup and coordination with the People team

• Partner with the IT team on onboarding (equipment setup system access) and day-to-day employee tech support needs

• Support employee recognition and gifting programs including birthdays work anniversaries and other milestone moments

• Provide general administrative and scheduling support to the People team as needed

Who you are

• 1 to 3 years of experience in an office management office coordination administrative or HR/People support role

• Comfortable managing multiple vendors stakeholders and priorities independently

• Strong organizational skills and follow-through on recurring tasks (ordering invoicing scheduling)

• Clear friendly communication for a front-facing role with both employees and outside visitors

• Discretion in handling confidential or sensitive information such as candidate and employee details

• Proficient with Microsoft 365 (Outlook Teams Word Excel)

Nice to have

• Prior experience administering a desk/room booking platform (e.g. Kadence) or similar workplace software

• Experience supporting HR or People team functions such as onboarding or interview scheduling

• Experience coordinating travel arrangements

• Comfortable lifting and moving light office and event supplies (up to approximately 25 lbs)

You might thrive in this role if you...

• Like being the go-to person who makes an office feel put together and welcoming

• Enjoy juggling different types of work across a single day from vendor calls to event setup to calendar coordination

• Take initiative on small fixes without waiting to be asked

• Build good relationships with vendors building staff and colleagues across the company

• Care about the details that make someones first day an interview or a team event go smoothly

Location: This role is based in our Boston office located in Seaport. This is a full-time hybrid role onsite Tuesday through Thursday at minimum with flexibility on remaining days.

At Foley were reimagining how safety-sensitive industries hire stay compliant and manage risk. Weve evolved into a modern SaaS company with an all-in-one AI-ready platform that helps transportation construction distribution and utility businesses operate faster smarter and safer.

As we continue to grow were looking for curious strategic thinkers who thrive in complexity are motivated by making an impact and want to join a team thats passionate about building great products and supporting customers. Our core values Teammateship Grit and Innovation guide everything we do. Whether were collaborating internally or helping customers we approach every challenge with optimism humor and a shared commitment to success.

Benefits
Foley offers a comprehensive benefits package that includes medical dental and vision coverage a 401(k) with company match paid time off and holidays wellness programs and an employee assistance program.

Equal Employment Opportunity
Foley is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity or expression national origin age disability protected veteran status or any other legally protected characteristic.

Reasonable Accommodations
If you require a reasonable accommodation during the application or interview process please contact us at

Employment Status
Employment with Foley is on an at-will basis. Nothing in this job posting or in future communications should be construed as a contract of employment.

Massachusetts Applicants: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Privacy Policy: Please see our Applicant Privacy Policy for more information on how Foley processes your personal information during the recruitment process and if applicable based on your location how you can exercise any privacy rights.

Required Experience:

IC