Office Services Manager

Office Services Manager

Sharing Excess Full-Time, Salaried (Exempt) Philadelphia, PA

Sharing Excess is one of the fastest-growing food rescue organizations in America, built on a simple but powerful mission: save food and feed communities. What started as a student startup now operates across the country, distributing 3 million pounds of food every week (100 million pounds annually) to thousands of community partners nationwide.

Our work is visionary, impactful, and deeply human. We move quickly, think creatively, and operate like a high-growth startup. We're looking for individuals who can deliver with excellence, raise the bar, and are passionate about making the world a better place.

The Office Services Manager is the operational support for the Sharing Excess Philadelphia office and the operational partner to our Chief Operating Officer. This is a dual role: roughly half the work keeps the office running, stocked, and welcoming, while the other half provides dedicated executive support that gives the COO back time to focus on high-impact, strategic work.

It is ideal for someone who is proactive, detail-oriented, resourceful, and calm under pressure, a self-starter who thrives on ownership, anticipates needs before being asked, and is energized by creating the spaces and systems where a team does its best work. The role sits within the HR department and is a key contributor to the culture, environment, and operational rhythm of our team.

Reports to:

HR Generalist

Works directly with:
Chief Operating Officer (day-to-day executive support)

Works closely with:
Chief People Officer, Marketing, and Finance

Office Operations & Facilities

• Own the standard for a clean, organized, and welcoming office - identify issues, evaluate options, and implement solutions independently.
• Manage vendor relationships for cleaning and building maintenance, recommending and implementing changes to service levels or providers as needs evolve.
• Monitor office conditions and proactively address operational or organizational needs.
• Maintain office décor and common spaces to support a positive, inspiring work environment.
• Encourage and reinforce shared office cleanliness expectations across teams.

Supplies, Hospitality, Communication & Events

• Keep office, kitchen, and workplace supplies stocked and organized.
• Design and manage a supply and inventory system for snacks, beverages, paper goods, cleaning products, and other essentials - including budget tradeoffs and vendor selection.
• Coordinate team meals, catering, and food setup for meetings, trainings, and special events.
• Support onboarding readiness and general office preparation for new team members.
• Partner with Marketing and HR to organize, stock, and maintain merchandise and swag inventory.
• Partner with HR in employee engagement initiatives such as the development of internal newsletters and events
• Assist with in-office events, team gatherings, and hospitality coordination - including hands-on, on-the-ground logic before and during events.
• Evaluate hospitality and event logistics after each event and recommend improvements to process, vendors, or budget.

Travel Coordination

• Book and manage travel logistics for organizational leadership, including flights, hotels, and ground transportation.
• Build and distribute clear itineraries for leadership travel, ensuring all details are confirmed and communicated in advance.
• Monitor upcoming travel and proactively manage changes, cancellations, or rebookings as needed.
• Maintain organized records of travel expenses and bookings to support finance and reimbursement workflows.
• Research and recommend travel options that balance cost efficiency with organizational needs.

Executive Support to the COO

• Own inbox triage and management for the COO: monitor, sort, and prioritize email; surface what matters and clear what doesn't.
• Draft and, where appropriate, independently send email and message responses on the COO's behalf across email and Slack, using judgment to determine what can be sent directly versus what needs review.
• Proactively flag time-sensitive items and priorities so nothing…