Job Description

The Role:

We are seeking an experienced and organized Office Administrator to oversee the day-to-day administrative and operational activities of our Philadelphia office, including but not limited to planning and facilitating all office events, collaborating with building management and outside vendors to fulfill office needs, supporting the HR and Finance teams, monitoring and managing office budgets, handling all incoming and outgoing shipments/deliveries, etc. The ideal candidate is highly organized, detail-oriented, capable of independently managing a wide range of responsibilities, and understands the value of collaboration and community in the workplace. This position requires strong communication and leadership skills to maintain a positive and productive environment at the office.

This is an on-site role based in our downtown Philadelphia office.

Key Responsibilities :

1. Office Administration:

• Manage and maintain office supplies.
• Order lunches in Philadelphia and Montreal offices for Tuesdays and Thursdays.
• Manage and assist office visitors.
• Manage office budgets and keep detailed financial records of purchases according to Finance team procedures.
• Support and assist employees with their administrative needs.
• Plan and facilitate in-office happy hours, offsite quarterly events, wellness and volunteerism events, and ad hoc events/celebrations.
• Coordinate applicable communications with the offices/company as needed.
• Foster a positive work environment and drive employee engagement using creativity, strategic communication, positive demeanor, and office relationships.

2. Facility Management:

• Ensure the office premises are clean, organized, safe, and well-maintained.
• Oversee maintenance and repair requests for office equipment and facilities.
• Ensure all common areas and conference rooms are stocked with supplies.
• Collaborate with vendors and service providers for office-related needs.
• Partner with building management in upholding onsite policies and procedures.
• Assist IT in maintaining suite access rights and records.

3. DEI Program Coordination

• Execute remaining events on 2025 calendar
• Bring in creative new ideas for how to foster a diverse, equitable and inclusive work environment
• Collaborate on creating a program for 2026 calendar year

4.Human Resources Support:

• Assist with recruitment and onboarding/offboarding processes.
• Verify I-9’s for new employees.
• Update the Planisware Wiki as needed.
• Ensure HR compliance posters are current and visible to all Planisware personnel.
• Assist with planning and facilitation of our HR program for Diversity, Equity and Inclusion.
• Help the Admin team plan and prepare for our annual Kickoff.

Qualifications :

• Proven experience as an Office Administrator with a background in HR or a similar administrative role.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in MS Office.
• Basic knowledge of HR and financial processes.
• Strong problem-solving and decision-making abilities.
• Leadership and team management skills.
• Possess a positive, “can do” attitude.
• Capable of effectively collaborating with diverse teams and individuals across the organization.

Education and Experience :

• A bachelor's degree in business, hospitality, or a related field is required.
• 2 years of experience in office management or administrative roles is preferred.

Benefits:

• 3 weeks paid vacation
• Paid holidays
• Up to 4 months maternity leave
• Paternity leave
• Health, dental, and vision insurance
• Life, short and long-term disability insurance
• 401(k) plan with company variable contribution
• Profit sharing
• HSA and FSA plans, including employer contributions
• Cell phone and internet allowance
• Company annual kick-off trip
• Quarterly events/monthly happy hour
• Company charitable donation match
• Community outreach
• Tuition assistance program
• Graduate program

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