Coordinator, Office Services and Events

The Office Services Coordinator oversees all facility and office operations at Panera’s Newton Support Center location, including mailroom management, office maintenance, event coordination, and security protocols. This role acts as the central liaison between Panera, building management, janitorial teams, and external suppliers to ensure smooth daily operations and timely service delivery.  The coordinator plays a key role in fostering an efficient, secure, and well-connected work environment, and is the face of Office Services in the Newton office.  The role is based in Newton, MA and requires on-site presence five days a week. 

Responsibilities

• Serve as liaison between Panera Bread Co. and the Newton property management team, maintaining consistent communication to ensure facility & maintenance issues are addressed promptly and resolved to completion.
• Oversee and streamline all mailroom operations, including handling of inbound/outbound mail and packages through USPS, UPS, Fed Ex., and others.
• Develop professional relationships with suppliers and building management to ensure accurate and timely delivery of services and materials.
• Oversee the janitorial staff and services by setting clear cleaning standards and providing ongoing feedback. 

• Manage Office Badge ID program by adding, removing and tracking badge issuance for all Newton employees and visitors.
• Monitor the internal Office Services email inbox to promptly address maintenance requests, safety concerns, and general office inquiries.
• Coordinate/plan events for meeting conference rooms including room set-up, food arrangement, beverages/snacks, and clean up.
  • Coordinate the event from conception to clean up.
  • Manage logistics for numerous events at one-time.
  • Inspect event facilities to ensure that they meet the submitted requirements.
  • Communicate with janitorial staff when assistance is needed with emptying trash, heavy restroom usage.
• Collaborate closely with PC Support to ensure seamless execution of meetings, including coordination of all technology and AV requirements; manage scheduling by submitting calendar invites and communicating specific support needs to ensure timely and effective setup.
• Evaluate and select catering partners to support onsite events, ensuring high-quality service and menu variety; maintain strong relationships with current vendors while actively identifying and onboarding new providers to meet evolving business needs and elevate the overall event experience.
• Serve as primary point of contact for all meeting room scheduling, efficiently managing reservations and proactively accommodating last-minute requests by optimizing space utilization and maintaining scheduling flexibility.
• Manage Panera Corporate Card usage by accurately coding transactions and submitting charges for timely payment approval.
• Collect payment for personal mailing/shipments and code accordingly.
• Manage the Safety & Security processes; provide proactive leadership with evacuation drills, building emergencies, security threats, managing relationship with fire marshal, local police, other first responders, and local politicians.
• Draft and execute communication to internal and external parties regarding facility & service updates, reminders, and Rules of Engagement.
   

Qualifications

• B.S., B.A. in business administration or other relevant area, or an Associate’s degree with work equivalency
• 1-2 years of experience in professional office environment
• Proficiency in MS Office Suite (Outlook, Word, PowerPoint, Excel, Teams)
• Excellent organizational, communication and time management skills
• Experience in customer service
• Independent, self-sufficient and highly resourceful
• Strong communication skills.