Office Admin & Receptionist

Clario•Philadelphia, PA

1d•Onsite

About The Position

As an Office Administrator / Receptionist, you will serve as the first point of contact for our U.S. office location and play a critical role in maintaining an efficient, welcoming, and well‑organized workplace. This role supports various administrative, facilities, and procurement-related activities to ensure smooth operations across the site. You will partner closely with Facilities, IT, HR, and local leadership to provide a high-quality employee and visitor experience. What We Offer Comprehensive medical, dental, and vision coverage 401(k) with company match Paid time off, company holidays, and paid sick time Life and disability insurance Employee assistance programs Additional voluntary benefits and wellness resources What You’ll Be Doing Serve as the first point of contact for all visitors entering the office. Act as the escalation contact for building and office-related issues. Coordinate office access, including entry card and badge management. Manage relationships with office vendors (e.g., coffee service, cleaning, building management). Oversee ordering, stocking, and tracking of all office supplies. Maintain common areas, ensuring cleanliness and replenishment of consumables. Coordinate parcel and mail receipt, distribution, and outgoing shipments. Support on-site events, including team meetings, audits, and catering coordination. Partner closely with IT and HR teams to support on-site needs. Operate the office parking and/or workspace reservation system as required. Perform workplace safety duties in coordination with the building landlord. Administer and track completion of online fire and safety training. Assist with document processing while maintaining strict confidentiality. Support Facilities & Procurement projects and assist with related ticket processing. Maintain and update office-related content on the company intranet. What We Look For Strong interpersonal and communication skills. Ability to exercise sound judgment, tact, and confidentiality. Comfort working in a dynamic environment with the ability to prioritize multiple tasks. Strong problem-solving skills and confidence to work independently. Well‑organized with strong attention to detail. Proficiency with Microsoft Office, including Teams, Word, Excel, PowerPoint, and SharePoint. High school diploma or equivalent required. Bachelor’s degree preferred. 2–3 years of relevant experience in office management, workplace operations, or similar administrative roles. The Department Head may consider a combination of education and experience that varies from the above qualifications. This job description is not exhaustive; additional responsibilities may be assigned. All employees are expected to follow company policies and SOPs. Clario is an equal opportunity employer. Clario evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status, or any other legally protected characteristic. Clario Privacy Policy Clario is a leading provider of endpoint data solutions to the clinical trials industry, generating high-quality clinical evidence for life sciences companies. We offer comprehensive evidence generation solutions that combine medical imaging, eCOA, precision motion, cardiac solutions and respiratory endpoints. For more than 50 years, Clario has delivered deep scientific expertise and broad endpoint technologies to help transform lives around the world. Our endpoint data solutions have supported over 30,000 clinical trials in more than 100 countries. Our global team of science, technology, and operational experts have supported over 70% of all FDA drug approvals since 2015.

Requirements

Strong interpersonal and communication skills.
Ability to exercise sound judgment, tact, and confidentiality.
Comfort working in a dynamic environment with the ability to prioritize multiple tasks.
Strong problem-solving skills and confidence to work independently.
Well‑organized with strong attention to detail.
Proficiency with Microsoft Office, including Teams, Word, Excel, PowerPoint, and SharePoint.
High school diploma or equivalent required.
2–3 years of relevant experience in office management, workplace operations, or similar administrative roles.

Nice To Haves

Bachelor’s degree preferred.
The Department Head may consider a combination of education and experience that varies from the above qualifications.

Responsibilities

Serve as the first point of contact for all visitors entering the office.
Act as the escalation contact for building and office-related issues.
Coordinate office access, including entry card and badge management.
Manage relationships with office vendors (e.g., coffee service, cleaning, building management).
Oversee ordering, stocking, and tracking of all office supplies.
Maintain common areas, ensuring cleanliness and replenishment of consumables.
Coordinate parcel and mail receipt, distribution, and outgoing shipments.
Support on-site events, including team meetings, audits, and catering coordination.
Partner closely with IT and HR teams to support on-site needs.
Operate the office parking and/or workspace reservation system as required.
Perform workplace safety duties in coordination with the building landlord.
Administer and track completion of online fire and safety training.
Assist with document processing while maintaining strict confidentiality.
Support Facilities & Procurement projects and assist with related ticket processing.
Maintain and update office-related content on the company intranet.