Top Operations & Support Jobs in Philadelphia, PA

Provides administrative support to Retirement Client Services leadership, including KPI reporting, mailbox monitoring, headcount reconciliation, meeting and travel coordination, new-hire setup, absence tracking, mass email campaigns, expense reporting, and presentation preparation. Handles confidential information and escalates unresolved equipment or setup issues. Requires strong organizational, communication, networking, problem-solving, and Microsoft Office skills in a fast-paced environment.

Maintains project files, schedules, budgets, financial records, orders, logistics, invoices, and project tracking reports. Reviews proposals, coordinates document flow between stakeholders, monitors account status, and identifies project risks. Provides meeting coordination, office support, supply ordering, and customer communication while applying accounting knowledge and strong organizational, documentation, proofreading, and problem-solving skills.

Support the CEO across executive scheduling, conference speaking engagements, travel, business development leads, client relationships, board logistics, recognition initiatives, personal logistics, and financial tracking. Build and maintain AI-supported workflows, prepare meeting briefs, coordinate high-priority relationships, negotiate event arrangements, and independently turn ambiguous requests into completed outcomes.

The Office Manager oversees HQ administrative and operational functions, including vendor relationships, facilities coordination, office supplies, events, mail, courier services, and invoices. The role supports IT onboarding, hardware fulfillment, phone systems, intranet and software administration, visitor management, and internal communications. It requires strong organization, communication, vendor-management, confidentiality, multitasking, and problem-solving skills, along with at least three years of relevant experience.

Provides broad administrative and operational support for the Engagement department and senior leadership. Duties include maintaining supplies, records, systems, mail, attendance, invoices, purchase orders, vendor payments, budgeting information, and departmental communications. Coordinates event logistics and serves as a contact for staff and vendors. Supports process improvement initiatives and requires strong organization, communication, customer service, analytical, and problem-solving skills.

Provides multi-jurisdictional litigation calendaring and docketing support using BEC or similar software. Reviews documents, enters deadlines, prepares reports, responds to litigation team inquiries, researches court rules and docket anomalies, resolves issues, documents procedures, supports legal operations staff, and identifies system and process improvements.

Handle primary and excess general liability claims, provide technical oversight to third-party administrators, evaluate coverage and exposures, manage counsel and litigation strategy, establish reserves, analyze claim trends, maintain accurate claim files, negotiate resolutions, and support underwriting and actuarial teams during renewals.

Processes vehicle title management activities, including paid-off loan title releases, title research, insurance refund letters, MVD issue resolution, data entry, filing, scanning, and permission-to-ship workflows. Supports member service queues, audit preparation, reporting, and compliance with credit union policies, CFPB, NCUA, and state and federal regulations. Maintains operational efficiency, accuracy, documentation, and reliable service while collaborating with branches, departments, third parties, and overseas teams.

Lead and grow a product support team for a live digital court reporting product (Maggie). Supervise analysts, triage and lead incident response for P0/P1 events, coordinate escalations to IT and engineering, run on-call rotations, develop runbooks/KB/training, track support metrics, provision hardware kits, and hire and train support staff.

Supports Development Services through constituent database maintenance, gift entry, donor communications, fundraising event assistance, document processing, inventory monitoring, and auditor data requests. The role handles donor inquiries, updates records, processes specialized gift requests, supports seasonal fundraising activities, and helps improve gift-processing procedures. It requires strong organization, accuracy, customer service, administrative ability, and proficiency with Raiser's Edge and Microsoft Office, especially Excel.