Join our team at Cobalt Benefits Group and start an exciting new career in employee benefits solutions. As an Office Coordinator, you’ll play an important role in helping us offer customized, self-funded insurance options to our clients and members.

Description:

The Office Coordinator is responsible for the day-to-day coordination of onsite office operations, facilities support, and administrative services for Cobalt Benefits Group. This role serves as the primary onsite support resource for employees, vendors, and visitors while ensuring efficient mail handling, supply management, safety coordination, and office readiness.

The position also provides administrative and logistical support for company events, internal communications, and Human Resources initiatives, working closely with HR and department leaders. This role requires discretion, attention to detail, strong organizational skills, and the ability to communicate effectively with both onsite and remote employees.

Core Responsibilities (Primary Focus): 

Mail & Shipping Operations

• Receive, sort, distribute, and dispatch incoming and outgoing mail and packages multiple times daily.
• Maintain efficient mail handling and tracking processes.
• Coordinate mail-related support for department leaders and remote employees, as applicable.

Office Supply & Inventory Management

• Monitor inventory levels and place orders for office, kitchen, restroom, and operational supplies.
• Review and adjust automated deliveries based on usage and budget.
• Maintain and reconcile office supply and vendor spending records.
• Assist with ordering approved branded materials and employee recognition items (e.g., gift cards, flowers).

Facilities & Vendor Coordination

• Serve as the primary onsite liaison for building vendors, maintenance providers, cleaning services, and delivery vendors.
• Coordinate routine services (e.g., water delivery, vending, maintenance requests).
• Ensure fire extinguisher inspections and fire alarm testing are completed annually and documentation is retained for audit purposes.
• Maintain an up-to-date vendor and building contact list.
• Greet visitors, accept deliveries, and manage building access as needed.

Safety & Workplace Readiness

• Coordinate and document quarterly safety meetings.
• Maintain emergency and safety training materials and upload updates to the Learning Management System (LMS) as directed.
• Support workplace safety initiatives and documentation in collaboration with HR.

Secondary Responsibilities (Administrative & Support): 

Support for Remote Employees

• Coordinate shipment of materials and packages to remote employees.
• Assist with logistics for company-wide events, meetings, and approved travel arrangements.
• Support distribution of approved employee recognition items for remote staff in alignment with budget guidelines.

Event Coordination & Internal Engagement

• Participate as an active member of the Event Committee.
• Assist with planning, setup, breakdown, and logistics for onsite and company-wide events.
• Send event invitations and reminders and support inclusive participation for remote employees.

Internal Communications & Intranet Support

• Maintain and update the company intranet homepage with approved content (e.g., announcements, new hires, awards).
• Serve as the administrative point of contact for Constant Contact communications, as directed.
• Monitor online company reviews and notify HR leadership of trends or concerns.

Human Resources & Administrative Support (Administrative support only; no independent decision-making authority)

• Assist HR with surveys, data collection, scheduling, and administrative coordination.
• Support onboarding activities such as new hire meet-and-greets and ordering nameplates.
• Maintain employee profile data in Paylocity as directed (e.g., sizes, schedules, contact information).
• Assist with LMS administration and tracking of course completions.
• Provide administrative support for recruiting activities, including posting jobs in Paylocity, coordinating interviews, and scheduling communications, under HR direction.
• Support time and labor reconciliations (e.g., vacation or sick time adjustments) as requested.
• Assist departments with approved recognition items and administrative projects.
• Maintain communication and coordination with Office Coordinators at other locations.

• Education: High school diploma or equivalent; associate degree in business administration or a related field is preferred.
• Experience: Minimum of 2 years in an administrative or office support role. Experience working in a professional office environment with vendors and internal stakeholders preferred.
• Skills: Strong organizational and time-management skills. Excellent verbal and written communication skills. High level of discretion and professionalism. Proficiency in Microsoft Office and ability to learn internal systems. Ability to manage multiple tasks and shifting priorities in a fast-paced environment.

Physical Requirements:

• Ability to lift up to 25 pounds.
• Ability to walk throughout the building multiple times per day.
• Ability to perform routine office tasks including standing, bending, and carrying supplies.

Benefits:

After successfully completing a waiting period, eligible Full-time employees have access to our comprehensive benefits package, including:

• Fantastic medical, dental, and vision insurance*
• Twice annual employer HSA contributions, covering 50% of the HDHP plan’s annual deductible!
• Company provided Basic Life and AD&D
• Company paid Short-Term and Long-Term Disability**
• Flexible Spending Accounts*
• 401(k) Retirement Plan with up to a 6% employer-match** WOW! (100% fully vested after 3 years)
• 10+ paid holidays
• Generous paid vacation and sick time
• Annual Volunteer Paid Day
• Annual Tuition Reimbursement
• Annual Health and Wellness Reimbursement
• Lots of fun company events

Who We are:

As a trusted third-party administrator (TPA) specializing in self-funded benefit plans, Cobalt Benefits Group (CBG) is committed to helping employers find high-quality coverage at a cost they can afford. We administer self-funded insurance benefits through our three companies: EBPA, Blue Benefit Administrators of Massachusetts, and CBA Blue.

With over 30 years of experience and a dedicated team of more than 200 employees, we work collaboratively to build customized self-funded health plans, manage claim payments and disputes, and administer other specialized programs such as FSAs, HSAs, COBRA, and retiree billing. Join us as we match employers across our region with the right solutions for their employee benefit needs. To learn more about working at CBG, visit />

Benefit Waiting Period Notes:

*60 day waiting period

**90 day waiting period

Compensation details: 21-23 Hourly Wage

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