Office Administrator

Freeman•Philadelphia, PA

7d•Onsite

About The Position

Sparks, a global brand experience agency and part of The Freeman Company, is seeking an organized and welcoming Office Administrator for its Philadelphia Headquarters. This on-site role serves as the first point of contact for visitors, clients, and team members and helps keep the front office running smoothly. The administrator greets guests, manages calls and correspondence, and provides day-to-day administrative and office coordination support in a fast-paced environment. The role also involves visitor access and badge administration, mail and shipping supplies, office snack and supply inventory, weekly catering, expense reports, invoice submissions, procurement materials, and support for HR onboarding and Accounts Payable. The Office Administrator may also assist with on-site event planning and special projects.

Requirements

High school diploma or equivalent GED.
Demonstrated ability to maintain strict confidentiality with employee information.
Outstanding customer service orientation, sense of urgency, and high level of personal integrity.
Excellent written and verbal communication skills.
Proficiency in Google Drive and Microsoft Office.
Strong attention to detail, a positive attitude, and a team-oriented approach.
Ability to work in a fast-paced environment.

Responsibilities

Greet visitors and guests.
Manage front gate access for visitors, clients, and lunch orders, and administer the on-site visitor system.
Answer and direct phone calls.
Sort incoming and outgoing mail and maintain the postage machine, including adding funds and replacing ink or parts.
Stock the front desk with shipping supplies, envelopes, tape, and label holders.
Refill and manage inventory of office snacks and supplies.
Schedule and manage weekly office catering orders.
Complete expense reports for credit card purchases.
Submit invoices for approval as needed.
Code material sheets for procurement.
Create access users and print access badges for new and existing employees company-wide.
Support HR with new-hire onboarding by preparing badges, nameplates, and desk supplies.
Submit and distribute new-hire apparel orders and maintain apparel inventory.
Assist Accounts Payable with mailing bi-weekly vendor checks.
Destroy checks weekly or shred paper as needed.
Assist with on-site event planning and special projects as needed.