Office Services Assistant (On-Site)
Job Type

About Philadelphia Works, Inc.

Philadelphia Works (PhilaWorks) is a 501c3 non-profit organization that invests in solutions and services to grow Philadelphia’s economy by connecting employers to workforce talent and career seekers to jobs. We influence the public policies that support economic growth and optimize funding and resources to invest in regional solutions to build a skilled and thriving workforce.

Position Summary

This position is responsible for assisting with planning and coordinating office-wide processes such as facilities maintenance, space planning, moves, and other events or projects for office operation. Responsibilities also include processing internal and external mail, coordinating corporate archiving projects, and distributing office equipment. Assists in tracking inventory and minor repairs for all corporate assets. Acts as a backup to the Office Services team.

Essential Functions

1. Process, sort, and distribute incoming mail; prepare and stamp outgoing mail.

2. Assist with space planning: set up and break down of office space on and off-site.

3. Maintain company equipment such as furniture, printers, copiers, and fax machines.

4. Assist with office moves, company events, and other activities.

5. Assist Office Services Staff in performing light maintenance such as hanging pictures, repairing furniture and equipment, etc.

6. Coordinate and schedule corporate archiving pickup and drop-off dates and times.

7. Request special deliveries and pick-up with courier services.

8. Copy and distribute various documents and /or correspondence to designated staff, vendors, clients, government officials, etc.

9. Package delivery – primary contact to receive packages and notify staff that the package has arrived.

10. Work with the building security vendor to obtain security badges for Philadelphia Works and Suburban Station PA CareerLink® center personnel.

11. Document and distribute office property such as Kastle cards, office keys, and desk keys.

12. Maintain the Office Services SharePoint site with updated forms.

13. Serve as the administrator role to the Envoy System and inform the building’s security personnel of all visitors and office closing or events.

14. Serve as the lead and primary contact for Office Services meeting requests.

15. Act as the backup to the Sr. Office Services Assistant.

16. Perform other job-related duties as assigned.


Education/Professional Experience

High School diploma with 2 years of experience with mailroom support. (High School with some college preferred). Or, any combination of education and experience determined to be acceptable.

Skills & Qualifications

· Must have prior mailroom support experience

· Ability to use common hand tools

· Working knowledge of Microsoft Office

· Excellent interpersonal skills

· Good organizational and problem-solving skills

· Ability to perform light building maintenance

· Ability to lift up to 50 pounds

· Ability to establish and maintain effective working relationships with all levels of Philadelphia Works, Inc. staff, building management, and outside vendors


What We Offer

Philadelphia Works offers qualifying full-time employees with a competitive benefits program including medical, dental, vision, 401(k), tuition assistance, life insurance, and disability. We also offer company-paid vacation, personal and sick leave days.

Equal Opportunity Employer

Philadelphia Works is an equal opportunity employer and complies with all laws prohibiting discrimination based on race, color, national origin, ancestry, religion, sex (including sexual orientation, transgender status, and gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, sexual preference, political affiliation, or any other basis protected by federal, state or local laws, in all matters pertaining to recruitment, selection, compensation, training, advancement and promotion, retention, discipline, and termination.