Office Assistant

Office Assistant

Piano's Digital Experience Cloud empowers organizations to understand and influence customer behavior. By unifying customer data, analyzing behavior metrics, and creating personalized customer journeys, Piano helps brands launch campaigns and products faster, strengthen customer engagement and drive personalization at scale from a single platform. Piano serves a global client base, including Air France, the BBC, CBS, IBM, Kirin Holdings, Jaguar Land Rover, LinkedIn, Nielsen, The Wall Street Journal, and more.

The Office Assistant ensures the day-to-day physical environment of the Philadelphia office runs smoothly and consistently. The role is responsible for employee food and beverage provisioning, vendor coordination, office supply inventory, facilities upkeep, event logistics, asset management, and more.

This is a part-time, on-site role working 20 hours per week. The Office Assistant operates as the primary point of contact for all office-level operational needs, acting as the in-office go-to person for staff and external vendors alike.

Key Responsibilities

Food & Beverage Operations

• Order employee lunches Monday–Thursday using DoorDash and Relish/EZ Cater; receive deliveries and resolve any order issues with drivers.
• Maintain office kitchen stock (coffee, snacks, beverages) via weekly Instacart orders; conduct regular inventory checks and gather staff input on preferences.
• Keep kitchen and common areas clean; manage dishwasher upkeep.

Vendor & Facilities Management

• Serve as the primary point of contact for all office vendors, including the floral upkeep company, building staff, and parking garage for validation sticker procurement.
• Coordinate with IT to maintain meeting rooms and the technology within them, ensuring all equipment is operational.
• Coordinate the technical services assistance required for office machinery.

Logistics & Inventory

• Manage outbound and inbound shipments via FedEx, including preparation of shipping labels, dispatch of equipment to remote employees, and delivery tracking.
• Maintain organized storage areas, including computer inventory and Piano-branded SWAG items.

Events & Employee Experience

• Plan and execute office events (e.g., in-office happy hours, off-site gatherings), including procurement of food, beverages, and supplies within allocated budget.
• Liaise with restaurant and catering staff to negotiate and coordinate external event logistics.
• Serve as the general in-office resource for employees, addressing ad hoc operational needs as they arise.

Qualifications & Experience

• Strong organizational skills and ability to manage multiple concurrent operational tasks.
• Comfort with on-site, hands-on work including receiving deliveries and coordinating with in-person vendors.
• Clear verbal and written communication skills for vendor and staff interaction.
• Familiarity with common procurement and delivery platforms (e.g., DoorDash, Instacart, EZ Cater, FedEx).
• Prior experience in office management, facilities coordination, or an administrative operations role (preferred, not required).
• Experience planning small-to-medium workplace events within a defined budget (preferred, not required).

Applicants for this position should have the authorization to work in this jurisdiction without sponsorship from the Company.