Client Services & Office Coordinator

Client Services & Office Coordinator

DEPARTMENT: Commercial Operations

REPORTS TO: Department Management

LOCATION: Lexington, MA/moving to Waltham, MA Q1 2027 (on-site)

POSITION SUMMARY

The Client Services & Office Coordinator is the face of CBSET, acting as the primary, high-energy point of contact for every visiting client and the operational backbone of on-site hospitality, events, and marketing administration. The role ensures every client visit runs flawlessly, from arrival through catering and departure, and supports the commercial team's events, tradeshows, and marketing materials. The ideal candidate is polished, highly organized, and service-minded, with an upbeat, can-do attitude.

Salary Range: $23.00 - $28.00/hour. (Please note, salaries vary within the range based on factors including, but not limited to, experience, skills, education, and certifications.)

KEY RESPONSIBILITIES

Reception and Client Visits (~40%):

• Greet visitors and manage their arrival and departure (e.g. notify host of arrival, escort visitors to the appropriate room).
• Inform visitors of and enforce visitor safety and facility access policies.
• Maintain and distribute the daily visitor schedule to the commercial team and President/CEO.
• Provide administrative support during client visits (e.g. organize transportation, make copies).
• Answer, respond to, and direct phone calls, emails, and mail delivery.
• Deliver a consistently excellent client experience from arrival through departure.

Catering and Hospitality (~20%):

• Plan and order catering for multiple on-site client visits each week, in coordination with Study Directors and the commercial team; own setup, presentation, and cleanup.
• Manage caterer relationships, ordering, and invoices, and stay within the catering budget.
• Track and accommodate client dietary restrictions and preferences.

Office and Administration Support (~20%):

• Assist hiring managers prepare for new employees (e.g. set up desk, create welcome packet, create and maintain security badges).
• Answer, respond and direct phone calls, emails, and mail deliveryBuild and maintain professional client relationships.
• Track and order general office supplies, including managing and stocking kitchen and conference room supplies.
• Receive packages and ensure timely internal delivery.
• Assist with shipping; domestic and/or international packing slips/invoices.
• Provide administrative assistance to scientific staff and management (e.g. booking conference rooms, scheduling conference calls).

Marketing Support (~10%):

• Manage collateral and promotional material inventory, including reordering and shipping materials to tradeshows.
• Occasionally support entering contact and event-lead data in the CRM.
• Help assemble client-visit materials, proposal packages, and presentations.
• Coordinate with the marketing agency and PR contractor on deliverables and schedules.
• Keep lobby and visitor materials consistent with the CBSET brand.
• Help track campaign and event metrics.

Events (~10%):

• Plan and run on-site events such as client open houses, facility tours, and internal events.
• Handle logistics for trade shows and conferences, including booth materials, shipping, attendee registration, hotel blocks, and receptions.
• Coordinate with venues and vendors, and track event budgets.

QUALIFICATIONS:

Required:

• High School diploma, required; Certificate or Associates Degree in Office Administration or Bachelor's degree (BA/BS) preferred.
• 2-4 years in reception, hospitality, events, or marketing coordination. Experience in a CRO, CDMO, or life sciences services setting preferred.
• An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.
• Must be professional and have exceptional customer service skills when working with internal and external customers.
• Must have exceptional oral and written communication skills.
• Must be able to work effectively as part of a team.
• Event or trade show coordination experience.
• Proficiency in Microsoft 365; experience with a CRM and design tools is a plus.
• Strong organizational skills, with the ability to manage multiple concurrent client visits and deadlines.
• Must exercise discretion with confidential client and sponsor information.

Preferred:

• Familiarity with traditional and digital marketing, social media management, email systems, and public relations.
• Proficiency or basic knowledge of graphic design or layout tools like Adobe InDesign, Photoshop, or Microsoft PowerPoint to format marketing materials, flyers, and proposals.

CORE COMPETENCIES:

• Client Onboarding & Communication: Acting as a primary liaison to welcome new clients, schedule meetings, answer inquiries, and manage day-to-day communications.
• Issue Resolution: Listening to client feedback, troubleshooting concerns quickly, and escalating complex problems to account or marketing leads.
• Campaign & Event Logistics: Assisting with timelines, promotional material distribution, and event planning to keep marketing programs on track.
• Office Operations: Managing day-to-day front-desk or internal office functions, greeting visitors, and handling incoming mail or calls.
• Schedule & Calendar Management: Overseeing executive, team, or shared resource calendars and booking meetings.
• Inventory & Supplies: Managing office supplies, marketing collateral stock, and digital/print archiving logs.
• Software Proficiency: Working knowledge of Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, project management tools (e.g., Asana, Trello), and CRM platforms.
• Communication & Tact: Clear written and verbal communication skills to handle diverse clients.
• Multitasking & Prioritization: Strong ability to balance competing administrative duties and urgent marketing deadlines.

PHYSICAL DEMANDS:

• Sitting and Computer Use: Prolonged periods of sitting at a desk working on a computer, keyboard, and phone.
• Vision: Close vision abilities required for extensive computer work, reading documents, and reviewing marketing collateral.
• Lifting and Carrying: Light to moderate lifting, typically ranging from 15 to 30 pounds (e.g., carrying office supplies, marketing collateral, promotional banners, or event boxes).
• Movement and Posture: Regular requirements to stand, walk around the office, reach, stoop, or kneel when organizing files, setting up meeting rooms, or greeting clients.
• Communication: Clear speech and hearing abilities to interact with clients in person, over the phone, or in team meetings.

WORK ENVIRONMENT:

Office and client-facing environment, including conference rooms, kitchen, and event spaces. Requires standing and walking for extended periods, and lifting and carrying up to 25-30 lbs (e.g., catering, supplies, and trade show materials). Requires ability to use a personal computer for extended periods of time.

COMMENTS:

This position requires occasional early, late, weekend, and/or holiday hours to support client visits and events.

WHAT CBSET OFFERS:

• The opportunity to contribute to the Commercial Operations team and assist in supporting CBSET's growth and development.
• Comprehensive benefits package.

Please contact CBSET's HR department for more information.

All employees are required to satisfactorily perform the essential duties and responsibilities of their position. • The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Explore Our Services

• Medical Device Testing
• Drug & Cell-based Therapies
• Histopathology & Morphometry
• Auditory Safety & Efficacy Services
• Physician Training

Company FAQ