Office Administrative Assistant - PM Group

The Office Administrative Assistant position is an exciting opportunity to join PM Group’s quickly growing Philadelphia area team out of Conshohocken, PA.  Together we are sharing knowledge, learning, growing, and continuing to be an integral part of supporting PM Group’s ongoing expansion in the US.  Our office is executing cutting-edge projects for Cell & Gene Therapy, Biologics, and other Life Science facilities – from feasibility through to construction – for both local and international clients.  Together with our clients and partners, we deliver projects that improve the everyday lives of people across the globe.

This is a mid-career level position and we are looking for an Office Administrative Assistant who is passionate and intrigued by the architecture, engineering and life sciences industry.  The ability to successfully handle multiple real-time complex projects, operational tasks and maintain a strong work ethic is important.  A drive to deliver for internal clients as a collaborative colleague are a must for this role. The role will report directly to the VP of Operations for the office and will be mentored by the leadership in the office as well as get exposure to different sides of the business.  

This is a hybrid role and we are estimating 3 days per week in the office is necessary to fulfill the needs of the position; the exact days of the week can be flexible to accommodate schedule.

PM Group is an employee owned, international project delivery firm with a team of 3,500+ people.  We are world leaders in the pharma, food, biotech, medical technology and mission critical sectors. From our network of offices in Europe, Asia and the US, we work with the world's leading organizations.  We are focused on growing a sustainable business centered on our people, our clients and trade partners.

• Order and maintain an inventory of office supplies and safety equipment
• Manage and order supplies for the printer
  • Ink
  • Paper
  • Maintenance
• Management of the office Notice Board 
• Manage the Purchase Order (PO) process for office needs
• Upon receipt, submit all office expense receipts to the Accounting Manager for processing
• Maintain Credit Card Log
• Distribute incoming mail
• Maintain monthly employee birthday, and vacation calendar
• Maintain supply of Employee Information Booklet
• Event planning: 
  • Assist BD Team with event planning throughout the year
  • Assist Environmental, Social, Governance (ESG) team with event planning throughout the year
  • Plan yearly company parties 
• Decorate the office when applicable
• Maintain a clean kitchen and run / empty the dishwasher  
• Answer all incoming calls to the main line; distribute messages as needed
• Order lunches and refreshments for meetings, as requested
• Book hotels/flights as needed
• Contact vendors for pricing and ordering company swag items
• Register employees for conferences
• Support the VP of Operations with other operation related tasks, emails, document formatting, etc. 
• Support office 'new hire employee' tasks such as desk set up, access fobs, parking passes, etc. 
• Special projects as assigned

• An Associate's Degree or equivalent related working experience or courses (High school degree with: business, bookkeeping, and typing courses)
• Minimum 2-3 years of experience in a professional office environment
• Effective verbal and written communication skills
• Working knowledge of Microsoft Office products such as Word, Excel, PowerPoint, and Visio are important
• Positive, enthusiastic attitude; ability to take initiative and is self-motivated
• Customer service focused; must be flexible and possess excellent interpersonal skills
• Familiarity with troubleshooting basic office equipment

All of your information is confidential according to EEO guidelines.

Why PM Group?

As an employee-owned company, we are inclusive, committed and driven. Corporate Responsibility and Sustainability are the heart of our new 2025 business strategy. Click here to read more in our Corporate Responsibility and Heath, Safety & Well-being Report 2023.

Inclusion and Diversity are core to our culture and values. Wherever we work, we commit to a culture of mutual respect and belonging by building a truly inclusive workplace rich in diverse people, talents and ideas. Valuing the contributions of all our people and respecting individual differences will sustain our growth into the future.

PM Group is committed to ensuring our hiring process is fair and accessible to all and will provide candidates with disabilities with reasonable accommodations required to participate in the recruitment process. If you require any assistance in this regard, please let us know.

RECRUITMENT AGENCIES NEED NOT APPLY

#LI-LB1
#LI-hybrid