Office Administrator

Company Description

IntegriChain is the data and application backbone for market access departments of Life Sciences manufacturers. We deliver the data, the applications, and the business process infrastructure for patient access and therapy commercialization. More than 250 manufacturers rely on our ICyte Platform to orchestrate their commercial and government payer contracting, patient services, and distribution channels. ICyte is the first and only platform that unites the financial, operational, and commercial data sets required to support therapy access in the era of specialty and precision medicine. With ICyte, Life Sciences innovators can digitalize their market access operations, freeing up resources to focus on more data-driven decision support.  With ICyte, Life Sciences innovators are digitalizing labor-intensive processes – freeing up their best talent to identify and resolve coverage and availability hurdles and to manage pricing and forecasting complexity.

We are headquartered in Philadelphia, PA (USA), with offices in: Ambler, PA (USA); Pune, India; and Medellín, Colombia. For more information, visit www.integrichain.com, or follow us on Twitter @IntegriChain and LinkedIn.

Job Description

This position has primary responsibility for managing the office environment within our Philadelphia location, which includes standard administrative items and organizing office functions. 

This role will support both in-person and remote employees, while ensuring the office is ready to receive individuals who may be working there daily, may be visiting for limited times for meetings, or may be dropping in for flex work at one of our hoteling spaces.  We are seeking someone who is a self-starter and wants to help create a welcoming atmosphere at our office for the varying types of work needs of our employees.  

Responsibilities: 

• Opening/Closing of Office: Responsible for Opening/Closing procedures at the office when scheduled at the start or end of a day (doors, security system, etc.) 

• Facility Management:

  • Responsible for communicating with building management (including leasing office, cleaning crews, building maintenance, and outside contractors) for daily/regular maintenance needs and ad hoc issues

  • Monitors supplies and cleanliness of office space, contacting building management and cleaning crew as needed

• Office Supply Management & Related Orders:

  • Responsible for ordering, maintenance, and inventory of all office supplies and equipment for the Philly office and support of office supply needs for other US offices; Including ordering supplies from preferred vendors for remote employees

  • Maintains inventory of kitchen supplies, including snacks, drinks, and dry goods

  • Manages weekly lunch ordering and any ad hoc catering needs

  • Assists with ordering employee gifts related to life events, at the request of P&C leadership and per company gift guidelines 

• Office Reception & Meeting Management: 

  • Welcomes and directs visitors; including monitoring adherence to any COVID-specific (or other) protocol that is currently in place 

  • Coordinates office visits and larger/group meetings in the office, including setting up meeting rooms and ordering lunches

  • Assist employees in finding hoteling workspaces and navigating the office 

  • Liaison with IT to coordinate access to the building for visitors and employees 

  • Manage meeting room space & update the Philadelphia office slack channel with availability 

• Mail Distribution: 

  • Responsible for sorting and distributing any office mail and packages, including scanning, filing, and emailing pertinent items to appropriate individuals

  • Handles and forwards packages as needed

  • Manages shipping requests on behalf of employees, including generating shipping labels, managing packages, and interacting with shipping vendors

• P&C Operations:

  • Rewards & Recognition tracking & ordering 

  • Management of American Express expense log and receipts collection

  • Company-wide presentation preparation & slide management/in-meeting slide management 

• Additional/Ad Hoc: 

  • Researches and books travel arrangements for employees & external contacts as needed

  • Assists with special events planning and coordination, both within and outside of the office

  • Update & maintain Philadelphia Office travel instructions for employees & external