Office Manager and Events Support

Office Manager & Events Support- Hybrid

FullBloom Headquarters at The Philadelphia Navy Yard

FullBloom is seeking a highly organized, proactive, and service-oriented Office Manager to support our headquarters at the Philadelphia Navy Yard. This role serves as the central hub of office operations—ensuring a productive, efficient, and welcoming work environment while supporting internal teams, leadership, and cross-functional initiatives. Additionally, this role supports event planning both at the office and other off-site locations.

The Office Manager will oversee daily office operations, vendor relationships, facilities coordination, and administrative processes, while also playing a key role in events, communications, and special projects.

Responsibilities

Office Operations & Resource Management

• Oversee office supply procurement, inventory management, and equipment maintenance
• Manage vendor relationships, service agreements, and billing processes
• Serve as primary liaison with building management (Ensemble) for maintenance, HVAC, and facility needs
• Coordinate office-related service providers (e.g., shredding, electrical, printing)

Financial & Administrative Support

• Manage incoming physical payments, including logging, tracking, and shipment to lockbox
• Support departmental budget tracking, invoice processing, and expense reporting
• Reconcile expenses across systems (e.g., AMEX, internal platforms)

Facilities, Security & Technology Coordination

• Administer employee badge access (Kastle system), including onboarding/offboarding access
• Monitor and respond to security alerts and access logs as needed
• Partner with IT to coordinate technology support for meetings and maintain conference room systems
• Serve as liaison for office technology, including Zoom systems and phone/voicemail management

Communication & Coordination

• Act as a central point of contact for internal staff, vendors, and external partners
• Manage incoming mail, including distribution of sensitive and confidential materials
• Ensure timely and clear communication across stakeholders

Meetings & Events Management

• Coordinate onsite meetings, including room setup, catering, and logistics
• Support offsite events, including venue sourcing, contracts, and vendor coordination
• Partner with internal teams to support national and regional meetings (Catapult, SESI, Little Leaves)
• Manage registration, materials, and logistics for conferences and events
• Oversee promotional inventory and distribution of materials

Special Projects & Team Support

• Support cross-functional projects, including printing, assembly, and distribution of materials
• Provide backup support to executive administration as needed
• Assist with large-scale internal initiatives and operational projects

Qualifications

• 3–5+ years of experience in office management, facilities coordination, or administrative operations
• Strong organizational skills with the ability to manage multiple priorities
• Experience managing vendors, budgets, and office operations
• Excellent communication and interpersonal skills
• Proficiency with Microsoft Office and general business systems
• Ability to handle confidential information with discretion
• Experience with event planning or coordination is a plus

Key Competencies

• Problem-solving and proactive execution
• Attention to detail and operational excellence
• Adherence to confidentiality
• Strong customer service mindset
• Ability to work independently and collaboratively
• Adaptability in a fast-paced environment

Work Environment

• Full-time role with 20 hours/week on-site, based at FullBloom’s headquarters in the Philadelphia Navy Yard
• Occasional support for early morning or after-hours events or urgent facility needs