Part-Time Office & Facilities Coordinator

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’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