Office Manager
DESCRIPTION
Responsibilities: A proactive and organized Office Manager supporting the overall functionality and efficiency of the organization by working across all departments, including Administration, Executive, Development, and Operations. Serves as the central point of contact for day-to-day office logistics, facilities management, administrative systems, and cross-team coordination. Ensures smooth communication between departments, streamlines internal processes, and contributes to a collaborative, mission-driven work environment. Plays a key role in maintaining a well-functioning office that supports the organization's artistic, operational, and strategic goals.
Facilities Administration
· Oversee facilities maintenance for seamless office use (monitoring office equipment inventory, ordering supplies, submitting + tracking maintenance requests)
· Keep abreast of office security (camera footage storage and deletion, key card usage and anomalies)
· Strategize office optimization in collaboration with VP of Administration and HR (office reorganization, capital maintenance projects, best use of supplies)
· Research + present reports to VP of Administration and HR regarding (A) evaluation of facilities vendor service contracts, and (B) quotes and timelines for facilities projects with large budget footprints
· Serve as the primary contact between facilities vendors (water, copiers, shredding, trash, etc.) and Opera Philadelphia
Technology Management
· Serve as secondary contact between Managed Service Provider (KDI) and Opera Philadelphia
a. Follow up on unfulfilled service requests + escalate longstanding issues
b. Assist MSP by providing context for issues and assist OP staff in crafting language for service requests
c. Serve as liaison between MSP and external support staff when multiple software programs are involved in an issue
· Oversee technological maintenance (maintain hardware + software inventory, conduct hardware health checks, order supplies + software licenses, monitor security risks)
· Draft and lead training for OP staff in any new technology rollouts or infrastructure adjustments
Administration
· Management of office supplies and inventory
· Small projects as assigned (work with external partners)
· Collaborate with Human Resources & Operations to develop (a) office use best practices and safety policies, (b) staff care plans
· Serve as an in-office point person to be on-hand for emergencies and questions
· Send out the More You Know each week
· Process Operations, Executive, and Administration invoices
· Manage facilities + technology onboarding / offboarding process for all new OP hires
a. Training in all OP hardware and software (Microsoft office, printers, laptops, how to use KDI, etc.
b. Facilities orientation, new office setup, business cards/name tags
c. Hardware collection and reassignment
Executive & Other Support
· Support General Director office and manage calendar organization
· Arrange and Schedule meetings with various external partners (Donors, Board Members etc)
· Support large mailings
· Support events as needed such as key tasks for annual gala
· Identify new vendors and assess efficiencies
· Process all incoming mail
· Support Opera Philadelphia development activities as requested, including event initiatives
· Deposit all incoming checks
· Other duties as assigned
Qualifications and Experience:
§ Experience in performing art admin support desirable
§ Excellent organizational, interpersonal, and communication skills
§ Ability to work alone and/or as part of a team
§ Computer skills, with a working knowledge of Microsoft Office Suite and inputting data into databases including financial data or ability to learn
§ Ability to handle multiple projects at the same time
Desired Start Date: September 3, 2025
BENEFITS
Pay Range: $55,000 - $60,000 Annual
Full Benefits
HOW TO APPLY
Please submit resume to https://operaphiladelphia.bamboohr.com/careers/78
Application Deadline: August 11, 2025
Application Email/Link: operaphiladelphia.bamboohr.com/careers/78
JOB CONTACT
Catherine Reay, VP of Admin & HR