Office Manager

Описание вакансии

We’re in this for the greater good at ParetoHealth. Our mission is collective greatness, nothing less will do. Our team is a single force united in the drive to transform employee health benefits.

The company was founded in 2011 to help small and medium-sized businesses fight the rising cost of employee health benefits. We blazed the trail with financing innovations that reduce the risks in self-insurance and deliver significant savings—and we continue to lead with a growing ecosystem of partners and world-class cost control solutions.

But success is measured by more than dollars alone and we measure ours by the good that comes from knowing that every client and all their employees can count on effective, affordable healthcare for years to come.

*Please note that ParetoHealth does not provide employment visa sponsorship for this position. Candidates must be authorized to work in the United States without sponsorship both now or in the future.*

Position Summary:

ParetoHealth is seeking a highly organized, proactive, and service-oriented Office Manager to oversee daily office operations across our Philadelphia headquarters and support our San Francisco and Salt Lake City offices. This role is critical to maintaining a professional, welcoming, and efficient office environment. The ideal candidate thrives in a hands-on role, anticipates needs before they arise, and takes pride in creating an exceptional employee and visitor experience. This role is in person 4 days per week reporting into our Philadelphia headquarters.

Key Responsibilities:

• Oversee daily operations of the Philadelphia headquarters and provide remote support for SFO and SLC offices
• Serve as the primary liaison for building management and property teams
• Owner of Office Space office software, supplying reports as needed and updating seating assignments to keep seating map consistently updated as well as users trained on the system.
• Manage maintenance requests and resolve facility-related issues promptly
• Ensure meeting rooms are inspected and ready each morning (cleanliness, supplies, technology readiness)
• Coordinate room setups for internal meetings, team events, and leadership gatherings
• Manage relationships with office vendors (snacks, fruit, coffee, water, cleaning, supplies)
• Oversee ordering and inventory of office, kitchen, and restroom supplies; stock bathrooms and common areas as needed
• Coordinate deliveries and ensure timely restocking
• Review, process, and track vendor invoices and payments in partnership with the Finance team
• Maintain accurate records of office-related expenses and ensure timely submission and approval of invoices
• Monitor recurring expenses and identify cost efficiencies where appropriate
• Oversee office badge management and access control across all locations
• Coordinate badge issuance for new hires and deactivation for departing employees
• Ensure visitor sign-in procedures are followed and greet incoming guests
• Check and distribute mail daily
• Support the Executive Assistant team with ad hoc needs, including lunch coordination and meeting logistics
• Assist with office-wide communications related to facilities and operations
• Serve as a welcoming point of contact for employees and visitors
• Help foster a positive, organized, and well-run office environment
• Manage office capacity and ensure optimal space utilization as teams grow
• Partner with the People Team to track onsite attendance and generate office utilization and attendance reports
• Maintain accurate records of desk assignments and support onboarding and offboarding workspace transitions
• Identify opportunities to improve office processes and employee experience

Required Skills & Qualifications:

• 3+ years of experience in office management, workplace operations, or facilities coordination
• Experience managing vendor relationships and processing invoices/payments
• Strong organizational and time management skills
• Ability to manage multiple offices and priorities simultaneously
• Excellent communication and vendor management skills
• Proactive, resourceful, and detail-oriented
• Comfortable working onsite four days per week in Philadelphia
• Proficiency in Microsoft Office and/or Google Workspace

Perks & Benefits:

• Fully paid medical, dental, and vision benefits.
• Flexible PTO
• 401k company contribution
• Tuition reimbursement
• Professional development allowance
• Transportation allowance and daily parking reimbursement
• Engaging hybrid work environment

We are guided by our values:

Fire in the belly

The drive to learn, to improve, and to deliver outstanding value every day.

See the field

The ability to see the big picture and prepare to meet tomorrow’s needs.

Get it done right

The passion to produce at higher rates and to the highest standards.

For the greater good

A united community creating better health benefit solutions for all.

Please note that any communication from our recruiters and hiring managers at ParetoHealth about a job opportunity will only be made by a ParetoHealth employee with an @paretohealth.com address. ParetoHealth does not conduct text message or chat-based interviews. Any other email addresses, agencies, or forums may be phishing scams designed to obtain your personal information.

We will not ask you to provide personal or financial information, including, but not limited to, your social security number, online account passwords, credit card numbers, passport information, and other related banking information until we begin onboarding activities, which will be coordinated by a member of the ParetoHealth People Ops Team with an @paretohealth.com email address.

Disclosures:

ParetoHealth is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.

California Applicants:  See Pareto’s CCPA Notice of Collection for California Employees and Applicants for information about how Pareto Captive Services, LLC, Pareto Health, LLC, and Pareto Underwriting Partners, LLC, together with their respective subsidiaries (collectively, “Pareto”) collects and uses personal information submitted by employment applicants.