Administrative Coordinator

A startup incubator for early-stage life science companies is looking for an Administrative Coordinator to join their team. The Coordinator plays a key role in the daily management of the office, ensuring smooth operations while delivering exceptional administrative and coordination support to member companies. This individual will be highly organized, service-oriented, and proactive, with a focus on creating a welcoming, well-run environment and supporting the broader community through thoughtful execution and communication.

Key Responsibilities

• Serve as the primary liaison for Facilities and Asset Services, managing all site-related operational needs
• Coordinate with external vendors (e.g., janitorial, pest control, AV/IT providers) to ensure timely and effective service delivery
• Partner with site leadership to support overall operations, including management of shared space, equipment, and related IT/AV requirements
• Maintain and update the member portal, including handling visitor access and service requests
• Oversee vendor agreements and assist with invoice processing and annual budget support
• Monitor and replenish office and pantry supplies; manage incoming and outgoing mail and packages
• Draft and distribute communications to the member community
• Act as the front-facing representative for the site, delivering a professional and welcoming experience for members and visitors
• Coordinate guest arrivals and registration in partnership with concierge services and manage badge access requests
• Respond to and triage member company inquiries, ensuring timely resolution or escalation as needed
• Support onboarding and offboarding processes, maintaining accurate documentation and tracking member changes in coordination with internal teams, including accounting
• Assist in planning and executing on-site events to foster engagement and collaboration
• Manage the site events calendar and identify opportunities to align with broader programming initiatives
• Attend local industry events and networking opportunities as needed

Qualifications

• Bachelor’s degree required
• 2+ years of experience in a science-focused environment, incubator/accelerator, or shared workspace strongly preferred
• Demonstrated interest in life sciences, operations, or entrepreneurial ecosystems
• Ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Strong attention to detail with exceptional organizational abilities

Compensation:

• $70-85k