Office Manager

ParetoHealth•Philadelphia, PA

24d•Hybrid

About The Position

ParetoHealth is seeking a highly organized, proactive, and service-oriented Office Manager to oversee daily office operations across our Philadelphia headquarters and support our San Francisco and Salt Lake City offices. This role is critical to maintaining a professional, welcoming, and efficient office environment. The ideal candidate thrives in a hands-on role, anticipates needs before they arise, and takes pride in creating an exceptional employee and visitor experience. This role is in person 4 days per week reporting into our Philadelphia headquarters.

Requirements

3+ years of experience in office management, workplace operations, or facilities coordination
Experience managing vendor relationships and processing invoices/payments
Strong organizational and time management skills
Ability to manage multiple offices and priorities simultaneously
Excellent communication and vendor management skills
Proactive, resourceful, and detail-oriented
Comfortable working onsite four days per week in Philadelphia
Proficiency in Microsoft Office and/or Google Workspace

Responsibilities

Oversee daily operations of the Philadelphia headquarters and provide remote support for SFO and SLC offices
Serve as the primary liaison for building management and property teams
Owner of Office Space office software, supplying reports as needed and updating seating assignments to keep seating map consistently updated as well as users trained on the system.
Manage maintenance requests and resolve facility-related issues promptly
Ensure meeting rooms are inspected and ready each morning (cleanliness, supplies, technology readiness)
Coordinate room setups for internal meetings, team events, and leadership gatherings
Manage relationships with office vendors (snacks, fruit, coffee, water, cleaning, supplies)
Oversee ordering and inventory of office, kitchen, and restroom supplies; stock bathrooms and common areas as needed
Coordinate deliveries and ensure timely restocking
Review, process, and track vendor invoices and payments in partnership with the Finance team
Maintain accurate records of office-related expenses and ensure timely submission and approval of invoices
Monitor recurring expenses and identify cost efficiencies where appropriate
Oversee office badge management and access control across all locations
Coordinate badge issuance for new hires and deactivation for departing employees
Ensure visitor sign-in procedures are followed and greet incoming guests
Check and distribute mail daily
Support the Executive Assistant team with ad hoc needs, including lunch coordination and meeting logistics
Assist with office-wide communications related to facilities and operations
Serve as a welcoming point of contact for employees and visitors
Help foster a positive, organized, and well-run office environment
Manage office capacity and ensure optimal space utilization as teams grow
Partner with the People Team to track onsite attendance and generate office utilization and attendance reports
Maintain accurate records of desk assignments and support onboarding and offboarding workspace transitions
Identify opportunities to improve office processes and employee experience