Office Administrator

Business Processing Solutions•Philadelphia, PA

22h•Hybrid

About The Position

Duncan Solutions, LLC, is a full-service transportation management company that focuses on connecting people, technology, and data to make cities more livable and efficient. As a leading provider of parking and tolling management solutions, we support municipal and commercial clients with citation processing, debt collection, DMV registered owner identification, back-office transaction processing, image review, customer service center and customer experience (CX) operations, integrated on-street parking management, and more. This role is Hybrid working 2-3 days in office. Onsite presence required for front desk coverage; remote flexibility for project-based tasks depending on workload. Duncan Solutions, LLC, does not provide visa sponsorship now or in the future. Candidates must be legally authorized to work in the United States without current or future sponsorship requirements. This role will offer $25.00 - $26.00 per hour, depending on experience, skills, and location. The Office Administrator serves as the first point of contact for visitors, clients, and callers at company headquarters, providing a high-touch, professional experience that reflects the standards of the Executive Office. This role supports the day-to-day operations of a C-suite environment, balancing front desk responsibilities with administrative and operational support. The position reports to the Executive Assistant of the CEO & C-Suite and partners closely with executive leadership and the Operations Team to ensure seamless office operations, coordination, and execution of priorities.

Requirements

High school diploma or GED required.
2+ years of experience in office administration, reception, or customer-facing roles, preferably within a corporate headquarters or executive office environment
Strong verbal and written communication skills
High level of organization, attention to detail, and ability to manage multiple priorities
Proficiency in Microsoft Office or Google Workspace
Professional demeanor with a strong customer service orientation

Nice To Haves

Experience supporting executive leadership or working in a C-suite or corporate headquarters setting
Experience partnering with operations or administrative teams on cross-functional initiatives
Ability to handle sensitive or confidential information with discretion
Demonstrated problem-solving skills and ability to work with minimal direction

Responsibilities

Greet and check in visitors, clients, and vendors, ensuring a professional and welcoming environment
Answer, screen, and direct incoming phone calls appropriately
Manage incoming mail, packages, and courier services
Support meeting logistics for in-office (in-person) executive and leadership meetings, including room setup, materials, and refreshments
Maintain office and kitchen supply inventory; order and restock as needed
Coordinate with building management and external vendors for maintenance and service requests
Ensure overall office organization, cleanliness, and readiness for daily operations
Track and manage office equipment and access items (e.g., badges, keys) as applicable
Provide administrative support to the Executive Assistant, including scheduling, research, event coordination, and communications
Assist the Operations Team with documentation, process support, logistics, and assigned projects
Perform general administrative duties such as data entry, document preparation, and filing.
Perform other duties as assigned.