Office Assistant

Piano; Philadelphia (Philadelphia County); On-site; USD 20,000 - 32,000; Part time

Job summary

Piano’s Philadelphia office seeks a part-time Office Assistant to ensure daily operations run smoothly. The role covers food and beverage provisioning, vendor coordination, inventory management, events, and facilities upkeep.

This on-site position offers hands-on responsibilities and serves as the go-to contact for staff and external vendors. Ideal candidates are organized, comfortable coordinating with vendors, IT, and service providers, and able to manage multiple tasks within a dynamic office

Qualifications

• 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 procurement and delivery platforms (DoorDash, Instacart, EZ Cater, FedEx).
• Experience in office management or administrative operations (preferred, not required).
• Experience planning small-to-medium workplace events within a defined budget (preferred, not required).

Responsibilities

• Food & Beverage Operations: Order employee lunches Monday–Thursday using DoorDash and Relish/EZ Cater; resolve delivery issues with drivers.
• Maintain office kitchen stock 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: primary point of contact for all office vendors, building staff, and parking garage validation stickers.
• Coordinate with IT to maintain meeting rooms and the technology within them; ensure equipment is operational.
• Coordinate the technical services for office machinery.
• Logistics & Inventory: manage outbound/inbound shipments via FedEx; ship equipment to remote employees; track deliveries.
• Maintain organized storage areas, including computer inventory and Piano-branded SWAG items.
• Events & Employee Experience: plan and execute office events within budget; liaise with restaurant/catering staff for external events.
• Be the general in-office resource for staff, addressing ad-hoc operational needs.

Skills

Strong organizational skills

Clear verbal and written communication

On-site hands-on work

Vendor coordination

Multitasking

Tools

DoorDash

Instacart

EZ Cater

FedEx

Job description

Piano Overview

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. Headquartered in Philadelphia with offices across the Americas, Europe, and Asia Pacific, 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 piano has been recognized as one of the fastest-growing, most innovative technology companies in the world by the World Economic Forum, Red Herring, Inc., and Deloitte. For more information, visit piano.io.

Position Overview

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.