Office Administrator

American City Business Journals•Pittsburgh, PA

40d

About The Position

The Office Administrator will be responsible for a wide range of duties to ensure the smooth operation of the office. This includes managing financial tasks such as invoice entry and accounts receivable, handling mail and postage, providing assistance to the corporate accounting department, and managing the Salesforce system for order entry and bookings. The role also involves generating production reports, managing cash receipts, assisting with budget preparation, overseeing general office needs and building management liaison, administering client contracts, supporting employee onboarding and services, and assisting with event coordination. Additionally, the position requires participation in business unit-sponsored events and all offered training.

Requirements

High School diploma
Excel
Word processing
Ability to learn new systems as needed

Nice To Haves

2-year college degree
Three to five years of experience
Salesforce experience

Responsibilities

Receive and enter invoices into Workday, assigning them across the Company with supporting documentation.
Print invoices and send to customers with tear sheets for Accounts Receivable.
Maintain postage machine, create postage reports, and recharge postage balance.
Open and distribute mail to the appropriate department/person.
Assist the corporate accounting department with various items as requested.
Manage Salesforce for order entry and bookings, understanding the system's pipeline and opportunities.
Manage the weekly production report/manifest and provide weight/ad percentage to the printer.
Receive checks sent to the market and forward them to the lock box, notifying customers of the lock box address.
Assist the Publisher or Business Unit Operating Head in preparing the annual expense budget.
Manage all general office needs, including the telephone system, equipment service agreements, repairs, and maintenance.
Serve as liaison with office building management.
Review and facilitate office supply requisitions and order fulfillment.
Manage client contract workflow, including electronic contracts and supporting the insertion order process.
Coordinate employee onboarding with centralized HR Partners, including orientation, office setup, business cards, and I-9 verification.
Assist employees in locating the correct employee services (help desk, benefit service center, etc.).
Assist with event duties as needed, including registration, name tags, set-up/breakdown, and communication to attendees.
Participate in business unit-sponsored events promoting the paper.
Participate in all training offered by the business unit and ACBJ.