Office Manager

ICS, a Legence company

ICS is a solutions-based consulting firm, specializing in planning and project-related solutions. At ICS, we care about people. We care about the success and wellbeing of our employees, clients, and communities. This translates into an unparalleled work environment and a superior client experience that thrives on integrity, quality, collaboration, and smart innovation. Through our culture shaped by our values, our mission of positively impacting people through innovative facility solutions will be possible.

Sometimes, it’s not about where you’re going on life’s journey, but about who you’re going there with. Our mission is to enrich the lives of our employees and exceed the expectations of our clients. We’re a company with heart.

In-office full time with remote/hybrid upon request.  Person must be located in the Philadelphia PA metro area.
 
Summary/Objective: This position encompasses the responsibilities of office administration, special projects, event planning, and clerical assignments.  The successful Office Manager possesses integrity, maturity, decision making ability, and the ability to multi-task.  Sensitivity to confidentiality and diversity.  Must be organized and detailed oriented.  Additionally, this person sets an example by being punctual, maintaining a positive attitude, and is committed to helping others.  
 
Essential Functions:

• 4-year degree preferred but not required. 
• Minimum 3 years’ experience in office management. 
• Must be able to maintain high level of confidentiality. 
• Manage new hire requests, preplacement, paperwork, on-boarding and compliance.
• General Office Administration including printing and compiling report binders.
• Perform professionally under all conditions.
• Maintain professionalism when dealing with employees, outside vendors or the public as a positive representative.  
• Setting a good example for employees to follow as it relates to attendance, positive attitude and helping others.  
• Proficient using MS Office applications. 
• Excellent communication skills, both oral and written, with sensitivity to confidentiality and diversity.
• Operates and maintains all office equipment and materials.

Responsibilities/Duties:

• Receive, sort and distribute, and file postal mail and parcels as necessary.
• Coordinate parcel shipments and all other deliveries, as needed. Meet and communicate with parcel delivery services.  May require travel to pickup locations.  
• Manage purchasing for snacks, supplies, equipment and promotional inventory for the company.  This may include ordering, shipping, pickup, returns, trade-ins, donations, disposals as well as organizing physical supplies and keeping a digital record of certain inventory. 
• Assists Payroll Specialist with payroll preparation and distribution.  
• Coordinate office cleaning, maintenance, repairs and improvements.
• Coordinate company events.  Review schedules and select dates, location, meeting facilities, overnight accommodations, ground transportation, meals, activities, and all other needs for company events.
• Expense reports - create and submit expense reports as necessary for company purchases.  Review team member expense reports for compliance with travel policy.    
• Manages holiday memos and other employee communications. 
• Administer user access to various company online platforms including, but not limited to, video conferencing, Google, MS Office, Bluebeam,  DocuSign.  
• Maintains and organizes storage closets; orders supply weekly.  Maintains an accurate office supply inventory. 
• Places service calls on office equipment. 
• Manages and has a thorough working knowledge of all office equipment and administers maintenance contracts on covered equipment. 
• Manages conference rooms use and requested items for meetings, such as, audio/visual, drinks, food, etc. 
• Coordinates and manages travel needs/requests, per company travel policy.  
• Administers security systems at all facilities, including granting access to employees, assigning alarm codes, and scheduling building access for gates and doors.  
• Organizes company special events.
• Manages company promotional items from order to distribution.     
• Assists all departments with special projects as needed.  
• Other duties as assigned.   

Education/Experience:

• Degree preferred but not required.  
• 3-5 years related experience preferred. 

We are unable to provide sponsorship for this position.

#LI-OS1 #LI-Onsite 

About Legence
Legence (Nasdaq: LGN) is a leading provider of engineering, consulting, installation, and maintenance services for mission-critical systems in buildings. The company specializes in designing, fabricating, and installing complex HVAC, process piping, and other mechanical, electrical, and plumbing (MEP) systems—enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long-term performance through strategic upgrades and holistic solutions. Serving some of the world’s most technically demanding sectors, Legence counts over 60% of the Nasdaq-100 Index among its clients.

Benefits Overview
Health & Welfare: Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program
Time Off Benefits: Paid vacation, company-paid holidays, and paid sick leave
Financial Benefits: 401(k) retirement savings plan

Reasonable Accommodations
If you need assistance or accommodations during the application or interview process, please contact us at ta@wearelegence.com or your dedicated recruiter with the job title and requisition number.

Employment Eligibility
Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.

Third-Party Recruiting Disclaimer
Legence and its affiliates do not accept unsolicited resumes from agencies; any such submissions without a prior signed agreement authorized by Legence Holdings LLC's CHRO or Director of Talent Acquisition will not incur fees and are considered property of Legence.

Pay Disclosure & Considerations
Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based relevant job-related factors, including any of the following: candidate’s experience, skills, and qualifications, as well as geographic and market considerations.  We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws. 

Equal Employment Opportunity Employer
Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non-merit-based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.
EEO is the Law