Office manager

As VBA's Office Manager, you will oversee and support the office’s administrative functions to ensure smooth day-to-day operations. Responsibilities include maintaining common areas, organizing office procedures, handling correspondence, and managing supplies and equipment. You will also provide high-level administrative support to senior management and the Accounting team. As Office Manager, you will be responsible for coordinating inbound and outbound mail, package shipping and deliveries, and managing sensitive information with a high level of confidentiality and discretion. Must be available to work Monday - Friday, during business hours in-office or offsite for company-wide events in the Pittsburgh area.

ESSENTIAL JOB FUNCTIONS

• Process inbound and outbound mail and packages, including scanning mail for distribution to the appropriate departments and occasional delivery of packages or mail to UPS or the Post Office
• Prioritize and print documents for mailing as requested by remote employees
• Perform or facilitate maintenance of office equipment including cleaning, refilling supplies, minor repairs and coordination with appropriate service vendors
• Coordinate and schedule business travel, meetings and appointments for leadership and board of director meetings, as well as company-wide in-person meetings and events. On-site and in-person event support at company-wide events is also expected
• Perform general office tasks including ordering supplies, notifying office building management of maintenance issues, and office plant maintenance
• Submit assigned vendor invoices with supporting information or documentation for timely payment
• Notarize regulatory filings, customer proposals, or other documents as needed
• Serve as a back-up for envelope stuffing and document folding equipment, including operating the equipment at least twice annually to complete monthly check and invoice mailings
• Greet vendors and visitors to the office, including acceptance of deliveries as well as providing entry to remote coworkers without office access
• Prepare and send employee milestone gifts (sympathy, birth, retirement, etc.) as directed
• Produce reports (i.e. monthly mail machine reports)
• Light data entry or other office tasks as assigned

QUALIFICATIONS

EDUCATION: High school diploma or GED equivalent

EXPERIENCE: 6 months of full-time experience as an office manager or a similar administrative role

Licensed notary or willing to become a notary within six months of hire date with all training and licensure costs reimbursed

Must be presently authorized to work in the U.S. without a requirement for work authorization sponsorship by our company for this position now or in the future

KNOWLEDGE, SKILLS AND ABILITIES

• Considerable knowledge of general office procedures, including mailing, shipping, copying and scanning, retrieval of electronic information, etc.
• Excellent communication and interpersonal skills
• Strong organizational skills and excellent attention to detail
• Considerable knowledge of MS Office – Word, Excel, Outlook and Teams
• Substantial knowledge of file and document management
• Ability to communicate effectively at all levels in person, by phone and by email
• Ability to perform job functions with limited supervision
• Ability to prioritize and balance competing demands and meet deadlines
• Ability to maintain confidentiality
• Ability to operate office machines (e.g. copier, calculator, mailing equipment)
• Ability to stand for long periods of time at a counter or elevated workstation when needed
• Prioritize workload on high volume mail days

WORK ENVIRONMENT/PHYSICAL DEMANDS

Work is performed in a traditional office environment and may require:

Regular lifting of up to 50 pounds is integral to this job. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.