Administrative Receptionist and Coordinator

PIDC is looking to hire an Administrative Receptionist and Coordinator in our Strategy, Communications, and Partnerships Group on a temporary-to-permanent basis.

Reporting to the Vice President, Marketing Communications and Government Affairs, this position will be responsible for the overall client and staff experience, including how they experience the physical space, working in conjunction with management and events.

Philadelphia Industrial Development Corporation (PIDC) is Philadelphia’s public-private economic development corporation. Our mission is to spur investment, support business growth, and foster developments that create jobs, revitalize neighborhoods, and drive growth to every corner of Philadelphia. You can learn more about PIDC at www.pidcphila.com.

PIDC is committed to driving transformative growth for Philadelphians with a human-centered approach by directing our financial and real estate services, knowledge, and networks toward creating a vibrant and sustainable Philadelphia. To achieve this mission, PIDC focuses on five areas:

• CAPACITY: Create and sustain internal capacity and external partnerships to scale the availability and breadth of economic development resources and solutions.
• CAPITAL ACCESS AND SERVICES: Expand financing and business support services to benefit under-resourced communities and marginalized populations.
• LAND USE: Catalyze development of projects that create quality jobs, advance equity, and promote sustainability. equity, and mote sustainability.
• KNOWLEDGE AND NETWORKS: Share knowledge and networks to respond to clients, partners, and market needs. knowledge and networks to respond to client
• EMPLOYEE WELL-BEING: Elevate the physical, mental, and financial well-being of PIDC employees and provide opportunity for each to thrive and grow professionally.

PIDC is governed by a thirty-member Board of Directors, appointed by the mayor of Philadelphia and the president of the Greater Philadelphia Chamber of Commerce.  The staff includes approximately 60 full-time employees, and PIDC’s current 9-member senior leadership team has a combined 140+ years of experience at PIDC. The organization’s annual budget of approximately $12M is funded by a combination of fees generated by PIDC’s transaction activities, service and management contracts, and contributed revenue.

Over the past 64 years, PIDC has settled over 13,000 transactions with a diverse range of clients – including more than $18.5 billion of financing and 3,350 acres of land sales – which have leveraged more than $45 billion in total investment and assisted in retaining and creating hundreds of thousands of jobs in Philadelphia. For more information, please visit: www.PIDCphila.com.

This position is the first point of contact for PIDC prospects, clients, and partners and will provide first-rate customer service, ensure the smooth operation of all internal and external meetings, and support customer relationship management and tracking. The work is a mix of managing the client experience, technology, facilities management, and working closely with our product & service teams as well as external partners. The role will offer variety on a daily basis and will require gaining a thorough understanding of PIDC’s mission, products and services; market sectors of our clients; internal staff roles and responsibilities; and key external partners and referrals in order to represent PIDC efficiently and appropriately.

Specific responsibilities include, but are not limited to, the following:

Community building:

Responsible for the overall client and staff experience, including how they experience the physical space, working in conjunction with management and events.

• Greeting all clients and visitors to PIDC’s offices with a positive, helpful attitude. This role should expect to be in-person at least 3 to 4 days per week.
• Coordinating with building security, directing, and announcing guests appropriately, notifying pertinent staff upon arrival.
• Answering and screening incoming telephone calls to PIDC’s main numbers, providing general information to callers, and/or directing calls to the appropriate staff members.
• Opening, sorting, and distributing PIDC’s incoming mail daily.
• Receiving hand deliveries, logging in all legal requests and subpoenas, and informing staff of such deliveries.
• Helping to manage logistics for all workshops, networking, and other events hosted by PIDC, including in-person and virtual events; this includes attending and staffing in-person events.  
• Supporting staff in preparing name tags, meeting, or event handouts, as requested.
• Organizing events on behalf of the strategy, communications, and partnerships department, including catering arrangements, external meeting locations (as needed), and other vendors.

Client intake and follow up:

• Opening and reviewing incoming email and website inquiries to PIDC’s general accounts and distribute to or connect with appropriate staff for follow up.
• Providing a timely and professional response to incoming inquiries from prospective clients. Perform initial vetting of incoming inquiries and make appropriate internal and external referrals.
• Developing a basic knowledge of PIDC’s different departmental units, including their projects, products, and services available for clients.
• Tracking incoming calls, emails, and web inquiries, and the associated internal or external referrals. Report tracking information monthly to relevant departments and coordinate to ensure timely follow-up with prospects and leads.

Contact and data management:

• Updating PIDC newsletter distribution list and other targeted outreach lists.
• Maintaining and updating referral and contact lists.
• Entering new client and contact information from business lending, project finance, and real estate services into databases. Working with IT and EMS managed services for mass data uploads.
• Maintaining attendee RSVPs for PIDCs technical assistance workshops and other events.
• Maintaining events on the intranet calendar, and communicate information to staff as needed.
• Work with director marketing communications to coordinate PIDC participation in external events hosted by clients and partners, such as managing ticket distribution and attendance.
• Assisting with other types of data entry as requested.
• Coordinating with Creative Services Director to regularly ensure website content is up to date.

General administration:

• Managing invoice payments and budget tracking for the strategy, communications, and partnerships department.
• Assisting with calendar and scheduling for Marketing Communications team.
• Assisting with special projects as needed; and all other duties as assigned.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• 2-3 years’ experience in office and event coordination
• Flexible schedule to accommodate periodic early morning or late evening events
• Proficiency in Google Suite, SharePoint, and Microsoft Office Suite
• Excellent organizational and time management skills, including the ability to handle simultaneous priority projects and meet established deadlines
• A proven ability to maintain effective work processes
• Ability to be resourceful and proactive when issues arise, while working independently on day-to-day tasks and responsibilities
• Experience managing vendor relationships
• Experience using digital platforms such as Zoom, WordPress, Salesforce, and Campaign Monitor a plus but not required
• Willingness to learn
• Strong communication and interpersonal skills
• Ability to work independently and manage personal workflow
• Great attention to detail
• Bilingual candidates encouraged to apply, but not required