Office Administrator

Job Description
This position has primary responsibility for managing the office environment within our Philadelphia location, which includes standard administrative items and organizing office functions.
This role will support both in-person and remote employees, while ensuring the office is ready to receive individuals who may be working there daily, may be visiting for limited times for meetings, or may be dropping in for flex work at one of our hoteling spaces. We are seeking someone who is a self-starter and wants to help create a welcoming atmosphere at our office for the varying types of work needs of our employees.
Responsibilities:
Opening/Closing of Office:
Responsible for Opening/Closing procedures at the office when scheduled at the start or end of a day (doors, security system, etc.)
Facility Management:
Responsible for communicating with building management (including leasing office, cleaning crews, building maintenance, and outside contractors) for daily/regular maintenance needs and ad hoc issues
Monitors supplies and cleanliness of office space, contacting building management and cleaning crew as needed
Office Supply Management &
Related Orders:
Responsible for ordering, maintenance, and inventory of all office supplies and equipment for the Philly office and support of office supply needs for other US offices;
Including ordering supplies from preferred vendors for remote employees
Maintains inventory of kitchen supplies, including snacks, drinks, and dry goods
Manages weekly lunch ordering and any ad hoc catering needs
Assists with ordering employee gifts related to life events, at the request of P&
C leadership and per company gift guidelines
Office Reception &
Meeting Management:
Welcomes and directs visitors;
including monitoring adherence to any COVID-specific (or other) protocol that is currently in place
Coordinates office visits and larger/group meetings in the office, including setting up meeting rooms and ordering lunches
Assist employees in finding hoteling workspaces and navigating the office
Liaison with IT to coordinate access to the building for visitors and employees
Manage meeting room space &
update the Philadelphiaoffice slack channel with availability
Mail Distribution:
Responsible for sorting and distributing any office mail and packages, including scanning, filing, and emailing pertinent items to appropriate individuals
Handles and forwards packages as needed
Manages shipping requests on behalf of employees, including generating shipping labels, managing packages, and interacting with shipping vendors
P&
C Operations:
Rewards &
Recognition tracking &
ordering
Management of American Express expense log and receipts collection
Company-wide presentation preparation &
slide management/in-meeting slide management
Additional/Ad Hoc:
Researches and books travel arrangements for employees &
external contacts as needed
Assists with special events planning and coordination, both within and outside of the office
Update &
maintain Philadelphia Office travel instructions for employees &
external visitors
Keep kitchen areas tidy and in stock with key items, relative to the number of employees in the office on any given week
Ensuring meeting rooms are cleared after meetings
Maintain regular communications with IT for any technology needs for meetings and/or hoteling space requests from employees
Additional tasks may be requested by P&
C leadership or Executive Leadership