Office Services Manager — Philadelphia

Location: Philadelphia, PA · Hybrid (in office Tuesdays plus one other day) 

Type: Part-time, non-exempt (hourly) 

Pay: $25.00 per hour 

Reports to: HR Generalist

Be the person who keeps the Sharing Excess Philadelphia office running, stocked, and genuinely good to walk into. You'll own the day-to-day workplace experience, coordinate leadership travel, and provide light communications support to our COO. It's a great fit for someone who notices the details others miss and likes building spaces and systems where teams do their best work.

About Sharing Excess

Sharing Excess is one of the fastest-growing food rescue organizations in America, built on a simple mission: save food and feed communities. What began as a student startup now operates across the country, distributing 2 million pounds of food every week (100 million pounds a year) to thousands of community partners.

The work is fast and deeply human. We move quickly, think creatively, and run with the pace of a high-growth startup and the heart of a grassroots movement. If you want a role where your effort directly supports getting food to the people who need it, this is a great place to do it.

What you'll do

Office operations and facilities

• Keep office spaces clean, organized, and welcoming for staff and visitors.
• Coordinate with cleaning crews and building management on upkeep and maintenance.
• Watch for operational needs and handle them before they become problems.
• Maintain décor and common spaces that make the office a good place to work.
• Reinforce shared cleanliness expectations across teams.

Supplies, hospitality, and events

• Keep office, kitchen, and workplace supplies stocked and organized.
• Manage ordering and replenishment of snacks, beverages, paper goods, and cleaning products.
• Coordinate team meals, catering, and food setup for meetings, trainings, and events.
• Prep the office and support onboarding readiness for new team members.
• Partner with Marketing and HR to stock and maintain merch and swag inventory.
• Help run in-office events, team gatherings, and hospitality.

Travel coordination

• Book and manage travel for organizational leadership: flights, hotels, and ground transportation.
• Build and share clear itineraries, with every detail confirmed and communicated ahead of time.
• Track upcoming travel and handle changes, cancellations, and rebookings as they come up.
• Keep organized records of travel expenses and bookings to support finance and reimbursement.
• Research travel options that balance cost with the organization's needs.

COO communications support

• Provide light inbox triage for the COO: flagging priority messages, routing correspondence, and surfacing time-sensitive items.
• Keep the inbox organized so key communications don't slip through.
• Draft or format straightforward replies and acknowledgements as directed.
• Handle leadership correspondence with a reliable, discreet touch.

What you'll bring

No specific number of years required. If you've done office coordination, operations, hospitality, or administrative support and the work below sounds like you, we'd like to hear from you.

• Strong organizational and time-management skills.
• Sharp attention to detail and the ability to follow through on your own.
• Comfort juggling several responsibilities and shifting priorities.
• A proactive, solutions-first mindset.
• Clear communication and people skills, including discretion with sensitive information.
• Experience with travel-booking tools and platforms (a plus).
• Prior office coordination, operations, hospitality, or admin experience (a plus).
• Genuine alignment with Sharing Excess's mission and values.

You'll thrive here if you take initiative, enjoy creating organized and welcoming spaces, work easily across different personalities and departments, stay dependable and adaptable in a fast-paced environment, and handle sensitive information with professionalism.

Compensation and benefits

• $25.00 per hour, part-time and non-exempt (eligible for overtime in line with applicable law)
• Paid time off (PTO)
• 401(k)
• Professional development and growth opportunities
• A mission-driven, collaborative team
• The chance to shape the day-to-day experience of a fast-growing national nonprofit

How to apply

Click Apply to submit your resume and a short note about why this role interests you through our application portal. We review applications on a rolling basis.

Not sure you check every box? Apply anyway. If you're excited about this work and meet most of what we're looking for, we'd like to hear from you.

Sharing Excess is committed to fostering a diverse and inclusive workplace and welcomes applicants from all backgrounds. We prohibit discrimination based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.