Office Manager

Legence • Media, PA

21h • Hybrid

About The Position

ICS, a Legence company
ICS is a solutions-based consulting firm, specializing in planning and project-related solutions. At ICS, we care about people. We care about the success and wellbeing of our employees, clients, and communities. This translates into an unparalleled work environment and a superior client experience that thrives on integrity, quality, collaboration, and smart innovation. Through our culture shaped by our values, our mission of positively impacting people through innovative facility solutions will be possible.
Sometimes, it’s not about where you’re going on life’s journey, but about who you’re going there with. Our mission is to enrich the lives of our employees and exceed the expectations of our clients. We’re a company with heart.
In-office full time with remote/hybrid upon request. Person must be located in the Philadelphia PA metro area.

Summary/Objective: This position encompasses the responsibilities of office administration, special projects, event planning, and clerical assignments. The successful Office Manager possesses integrity, maturity, decision making ability, and the ability to multi-task. Sensitivity to confidentiality and diversity. Must be organized and detailed oriented. Additionally, this person sets an example by being punctual, maintaining a positive attitude, and is committed to helping others.

Requirements

• 4-year degree preferred but not required.
• Minimum 3 years’ experience in office management.
• Must be able to maintain high level of confidentiality.
• Manage new hire requests, preplacement, paperwork, on-boarding and compliance.
• General Office Administration including printing and compiling report binders.
• Perform professionally under all conditions.
• Maintain professionalism when dealing with employees, outside vendors or the public as a positive representative.
• Setting a good example for employees to follow as it relates to attendance, positive attitude and helping others.
• Proficient using MS Office applications.
• Excellent communication skills, both oral and written, with sensitivity to confidentiality and diversity.

Responsibilities

• Receive, sort and distribute, and file postal mail and parcels as necessary.
• Coordinate parcel shipments and all other deliveries, as needed. Meet and communicate with parcel delivery services. May require travel to pickup locations.
• Manage purchasing for snacks, supplies, equipment and promotional inventory for the company. This may include ordering, shipping, pickup, returns, trade-ins, donations, disposals as well as organizing physical supplies and keeping a digital record of certain inventory.
• Assists Payroll Specialist with payroll preparation and distribution.
• Coordinate office cleaning, maintenance, repairs and improvements.
• Coordinate company events. Review schedules and select dates, location, meeting facilities, overnight accommodations, ground transportation, meals, activities, and all other needs for company events.
• Expense reports - create and submit expense reports as necessary for company purchases. Review team member expense reports for compliance with travel policy.
• Manages holiday memos and other employee communications.
• Administer user access to various company online platforms including, but not limited to, video conferencing, Google, MS Office, Bluebeam, DocuSign.
• Maintains and organizes storage closets; orders supply weekly. Maintains an accurate office supply inventory.
• Places service calls on office equipment.
• Manages and has a thorough working knowledge of all office equipment and administers maintenance contracts on covered equipment.
• Manages conference rooms use and requested items for meetings, such as, audio/visual, drinks, food, etc.
• Coordinates and manages travel needs/requests, per company travel policy.
• Administers security systems at all facilities, including granting access to employees, assigning alarm codes, and scheduling building access for gates and doors.
• Organizes company special events.
• Manages company promotional items from order to distribution.
• Assists all departments with special projects as needed.
• Other duties as assigned.

Benefits

• Health & Welfare: Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program
• Time Off Benefits: Paid vacation, company-paid holidays, and paid sick leave
• Financial Benefits: 401(k) retirement savings plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level