Office Administrator

J.W. Pepper has been around since 1876 and supplies sheet music for schools, churches, orchestras and more.

We are looking for an Office / HR Administrator to join our team in Exton, PA!

This role is a great match for someone who thrives in a highly visible, hands-on position supporting senior leadership while also owning key office operations, employee events, HR coordination, and day-to-day administrative functions. The position touches everything from executive support, onboarding, payroll backup, and compliance tracking to facilities coordination, travel logistics, and company-wide events.

Executive & Office Support

• Code credit card and other executive expenses
• Provide administrative support to C-level executives, Directors, VPs, and Managers
• Maintain VP-level life insurance policies
• Provide hospitality for executives and leaders as needed
• File agreements and contracts in secure digital and physical storage
• Serve as company notary
• Order flowers and gift baskets for sympathy, wellness, and recognition

Facilities & Office Operations

• Voucher and submit Exton building expenses
• Assist with Exton facilities maintenance
• Maintain conference rooms and executive refrigerators
• Order primary office supplies and all coffee/tea supplies
• Water and maintain indoor plants
• Manage holiday decorations and company Christmas cards

Employee Engagement & Company Events

• Orchestrate Employee Appreciation activities (planning begins in December)
• Coordinate Company Picnic (First Wednesday in June; obtain township permits)
• Organize Reading Phillies outings (May/June)
• Manage Halloween Party (October)
• Lead Charitable Giving Campaign (November)
• Plan Christmas Party, gifts, and holiday activities

Human Resources Support

• Order background and DMV checks
• Coordinate drug testing for new hires and monthly requirements
• Prepare and manage new employee onboarding
• Manage HR platforms including ClickUp and Workable
• Assist with hiring processes as needed
• Maintain knowledge of Kastle Security and employee badge systems
• Maintain knowledge of Paychex Flex; serve as payroll backup
• Track OSHA and Workers Compensation claims and documentation
• Manage 889 compliance forms

Benefits & Insurance Coordination

• Serve as liaison to Alera Group (Workers Comp Claims.)
• Coordinate all company insurance certificates
• Manage workers compensation, auto accident, and liability claims

Travel & Logistics

• Book hotel reservations and manage room blocks
• Assist with general travel arrangements as needed
• Secure and negotiate local hotel contracts and discounts
• Coordinate vehicle rentals with Enterprise and National

General Responsibility

• Act as the eyes, ears, and operational heartbeat of the company; provide support wherever needed