Office Services Manager

Job Description

Job Description

Office Services Manager

Sharing Excess • Full-Time, Salaried (Exempt) • Philadelphia, PA

About Sharing Excess

Sharing Excess is one of the fastest-growing food rescue organizations in America, built on a simple but powerful mission: save food and feed communities. What started as a student startup now operates across the country, distributing 3 million pounds of food every week (100 million pounds annually) to thousands of community partners nationwide.

Our work is visionary, impactful, and deeply human. We move quickly, think creatively, and operate like a high-growth startup. We’re looking for individuals who can deliver with excellence, raise the bar, and are passionate about making the world a better place.

Role Highlight

The Office Services Manager is the operational support for the Sharing Excess Philadelphia office and the operational partner to our Chief Operating Officer. This is a dual role: roughly half the work keeps the office running, stocked, and welcoming, while the other half provides dedicated executive support that gives the COO back time to focus on high-impact, strategic work.

It is ideal for someone who is proactive, detail-oriented, resourceful, and calm under pressure, a self-starter who thrives on ownership, anticipates needs before being asked, and is energized by creating the spaces and systems where a team does its best work. The role sits within the HR department and is a key contributor to the culture, environment, and operational rhythm of our team.

Reporting Relationship

Reports to: HR Generalist

Works directly with: Chief Operating Officer (day-to-day executive support)

Works closely with: Chief People Officer, Marketing, and Finance

Responsibilities

Office Operations & Facilities

• Own the standard for a clean, organized, and welcoming office — identify issues, evaluate options, and implement solutions independently.
• Manage vendor relationships for cleaning and building maintenance, recommending and implementing changes to service levels or providers as needs evolve.
• Monitor office conditions and proactively address operational or organizational needs.
• Maintain office décor and common spaces to support a positive, inspiring work environment.
• Encourage and reinforce shared office cleanliness expectations across teams.

Supplies, Hospitality, Communication & Events

• Keep office, kitchen, and workplace supplies stocked and organized.
• Design and manage a supply and inventory system for snacks, beverages, paper goods, cleaning products, and other essentials — including budget tradeoffs and vendor selection.
• Coordinate team meals, catering, and food setup for meetings, trainings, and special events.
• Support onboarding readiness and general office preparation for new team members.
• Partner with Marketing and HR to organize, stock, and maintain merchandise and swag inventory.
• Partner with HR in employee engagement initiatives such as the development of internal newsletters and events
• Assist with in-office events, team gatherings, and hospitality coordination — including hands-on, on-the-ground logistics before and during events.
• Evaluate hospitality and event logistics after each event and recommend improvements to process, vendors, or budget.

Travel Coordination

• Book and manage travel logistics for organizational leadership, including flights, hotels, and ground transportation.
• Build and distribute clear itineraries for leadership travel, ensuring all details are confirmed and communicated in advance.
• Monitor upcoming travel and proactively manage changes, cancellations, or rebookings as needed.
• Maintain organized records of travel expenses and bookings to support finance and reimbursement workflows.
• Research and recommend travel options that balance cost efficiency with organizational needs.

Executive Support to the COO

• Own inbox triage and management for the COO: monitor, sort, and prioritize email; surface what matters and clear what doesn’t.
• Draft and, where appropriate, independently send email and message responses on the COO’s behalf across email and Slack, using judgment to determine what can be sent directly versus what needs review.
• Proactively flag time-sensitive items and priorities so nothing critical slips.
• Maintain a running priority list and help protect the COO’s calendar so open time is used efficiently and free of conflicts.
• Track the status of active projects, coordinate follow-ups, and identify where the COO’s input or presence is needed.
• Help set up and maintain tools and workflows that keep the COO organized.
• Handle sensitive leadership correspondence and information with discretion and a reliable, professional communication style.
• Exercise independent judgment and decision-making authority over office operations, vendor selection, and day-to-day communications within established budget and organizational guidelines, escalating only matters with significant financial or organizational impact.

What a Typical Week Looks Like

Most days blend two rhythms. Office side, you’re keeping the space stocked, welcoming, and event-ready, and coordinating travel for leadership. Executive-side, you’re working closely with the COO: answering and sending messages on their behalf, managing the calendar and priority list, and keeping projects moving. A meaningful part of the role is getting to know, in detail, how the COO and the organization operate so you become a genuine operational asset. Periodically, especially around events, the work becomes hands-on and in-person: being in the office, picking things up, moving items, and coordinating logistics in real time.

You’ll Have

• Strong organizational and time management skills, with high attention to detail and reliable, independent follow-through.
• Excellent written communication: able to draft clear, professional email on someone else’s behalf.
• Comfort managing multiple responsibilities and shifting priorities in a fast-paced environment.
• A high degree of discretion and trustworthiness when handling a COO’s inbox, calendar, and sensitive information.
• A proactive, resourceful, solution-oriented mindset, with sound judgment about what to escalate.
• Proficiency with everyday digital tools: email/calendar (Google Workspace), messaging (Slack), and project/task tools such as Notion. And experience with travel-booking tools and platforms preferred.
• Prior experience in office coordination, operations, hospitality, executive/administrative support, or a similar role preferred.

You’ll Be Successful If

• You take initiative and notice the details others overlook.
• You enjoy creating organized, welcoming spaces and systems that help teams thrive.
• You communicate clearly and work well with a variety of personalities and departments.
• You are dependable, adaptable, and calm under pressure.
• You handle sensitive information with professionalism and discretion.
• You care deeply about building positive team experiences and supporting mission-driven work.

Physical & Travel Requirements

• Hybrid schedule: primarily laptop-based work with regular in-office presence (Every Tuesday at least) in the Philadelphia area.
• Primarily local travel; occasional driving to locations for pickups, drop-offs, and event coordination, with frequency increasing around events.
• Must be able to lift and move items (e.g., picking things up and relocating them for events).

Compensation & Benefits

$55,000 - $65,000 annually (salaried, exempt) 

• Unlimited Paid Time Off (PTO)
• Fully Covered Health Benefits, including comprehensive Medical, Dental, and Vision insurance with base plan premiums 100% covered by the company
• 401(k) with Company Match once eligible
• Flexible Work-From-Home Schedule
• Subject to plan, benefit, and other eligibility requirements

Sharing Excess is committed to fostering a diverse and inclusive workplace and welcomes applicants from all backgrounds. We prohibit discrimination based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

 

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