Office Manager, Station Square

WS Development•Pittsburgh, PA

4d•Onsite

About The Position

The Office Manager's chief responsibility is to provide administrative support to the property management and maintenance teams. As a first point of contact, the Office Manager also provides customer service to customers, tenants, vendors, contractors, and community partners. This role involves general office duties, maintaining office space and equipment, developing office procedures, processing invoices, setting up new vendors, and managing corporate databases. The Office Manager will also conduct property walks, interface with tenants and vendors, respond to information requests, and deliver top-level customer service. Proactive problem-solving and the use of AI tools to enhance efficiency are key aspects of this position. Occasional evening and weekend work may be required.

Requirements

College degree (or equivalent experience) with 3-5 years business experience.
Strong organizational and problem-solving skills.
Can-do attitude, initiative, humility, and strong work ethic.
Ability to handle multiple projects simultaneously and an adaptability to change.
Good oral, written, and interpersonal skills; bilingual language skills a plus; English speaking skills a must.
Proficiency in computer skills, including Microsoft Office, Word, Excel, Teams, PowerPoint, and Outlook.
Must be able to work independently and meet deadlines.
Must have discretion and ability to keep sensitive information strictly confidential.

Nice To Haves

Experience with WordPress a plus.

Responsibilities

Provide general office duties including mail distribution, screening and routing of telephone calls, responding to general inbox email inquiries and receiving guests.
Communicate with management and security, parking, housekeeping, and engineering as needed.
Ensure office space and equipment is properly maintained including office supply inventory.
Develop office procedures/processes and establish and maintain all necessary records, files and reports as required for day-to-day property management, including, but not limited to, calendars, meeting agendas, and tenant, vendor and contractor files.
Maintain and update property tenant manual.
Conduct various accounting functions at the property level including invoice processing, new vendor setup, utility switchovers.
Implement and maintain information for corporate databases including, but not limited to, contracts, insurance documents and contact lists.
Keep informed and up to date on all operations and marketing activities, events and special projects and provide support, as requested.
Take regular property walks and provide follow-up items with onsite team members.
Interface with tenants, vendors, contractors and cross-functional team members. Build an excellent rapport with tenants through frequent, in-person contact.
Respond to requests for information from Corporate, tenants and management in a timely fashion; must be adept at prioritizing these tasks.
Deliver top-level customer service to tenants, colleagues, vendors, and the community, including organized support during crisis communications.
Ask proactive, strategic questions to anticipate needs and drive solutions; resolve problems directly where possible and flag inefficiencies or unclear ownership with proposed solutions.
Comfort using AI tools to support contract tracking, invoice review, vendor communications, reporting, etc. Champions the use of AI tools to drive efficiency across the team.