Office Manager

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

Follow up on unfulfilled service requests + escalate longstanding issues

Assist MSP by providing context for issues and assist OP staff in crafting language for service requests

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

Training in all OP hardware and software (Microsoft office, printers, laptops, how to use KDI, etc.

Facilities orientation, new office setup, business cards/name tags

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

 

 

Philadelphia is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of anti-racism and to providing employees with a work environment free of discrimination and harassment. All hiring decisions are based on business needs, job requirements and individual qualifications. We do not discriminate in our process based on race, color, religion or belief, age, gender identity, sexual orientation, disability, or family status. Opera Philadelphia strongly encourages individuals from historically marginalized communities to apply.

 

 

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.