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Insomnia Cookies · 4 months ago

Office Manager

Philadelphia PA (Center City HQ)

Full-time

Onsite

Mid Level

Insomnia Cookies is a dynamic company known for its innovative bakery and delivery concept, and they are seeking an Office Manager to serve as the welcoming face at their Philadelphia headquarters. The role involves managing office operations, supporting company culture through events, and ensuring a smooth and organized workplace environment.

BakeryFood and BeverageFood DeliveryFood ProcessingRestaurants

Responsibilities

Serve as the first point of contact at our front desk, greeting all visitors, vendors, and candidates with warmth and energy

Manage visitor check-in and coordinate with hosts

Answer and direct calls, manage inquiries, and oversee front desk communication

Receive, sort, and distribute mail and deliveries; coordinate couriers and pickups

Oversee the day-to-day smooth functioning of the HQ: kitchen, reception, supply closets, and meeting spaces

Manage office supply orders, snacks, and lunches (cookies included, of course)

Coordinate with building management, cleaners, and maintenance vendors

Support meeting logistics: room reservations, catering, AV/tech setup

Ensure safety and security protocols are followed, including employee and guest access

Partner with the People Team to plan and host engaging events — from team lunches and celebrations to contests and holiday parties

Create a positive, welcoming atmosphere that reflects Insomnia’s culture and values

Support onboarding by setting up new hire desks, welcome kits, and first-day experiences

Spark moments of joy — whether through surprise treats, seasonal decorations, or creative office touches

Track office expenses, process invoices, and manage vendor payments

Provide administrative support, including scheduling, printing, and scanning

Act as the central resource for office-related questions and support needs across teams

Arrange travel coordination for candidates and employees as needed (flights, hotels, transportation)

Assist the Leadership Team (LT) with coordination, logistics, and administrative tasks when required

Serve as the backup to the Executive Assistant for our CEO, providing support as needed

Qualification

Office ManagementEvent PlanningMicrosoft Office SuiteSharePointProactivePeople-focusedOrganizedDetail-oriented

Required

You thrive in a front-facing role and love greeting people with positivity and energy

You're excited to be in the office at least 4 days a week and bring life to the HQ environment

You're detail-oriented, organized, and enjoy creating order out of chaos

You're proactive and resourceful — you see what needs to be done and make it happen

You're creative, people-focused, and love building community through events and experiences

You have top-notch computer skills — highly proficient with Microsoft Office Suite, SharePoint, calendar and scheduling tools, and quick to learn new systems

Prior experience in office management or executive support is required