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Office Manager

LunaMetrics, an HS2 Solutions company, is looking for an Office Manager to organize and coordinate office operations and procedures for our Foundry collaboration center in Pittsburgh, PA. The position is responsible to ensure organizational effectiveness, efficiency, and safety and the ideal candidate will be experienced in handling a wide-range of administrative and executive support-related tasks and able to work independently with little or no supervision. This person must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting team members in a fast-paced, distributed office environment. In addition, our Office Manager must have experience with social media campaigns and communication strategies. 

Responsibilities:

  • Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image- Responding promptly and accurately to inbound calls and emails, or routing to correct person
  • Maintains office appearance including loading/unloading the dishwasher, light cleaning/organizing of common areas, watering plants, stocking supplies (and the ability and willingness to lift, move, and breakdown bulky and heavy boxes), setting up for and cleaning up after get-togethers and parties, taking out the trash and recyclables, refilling water at water stations (and the ability to lift 5 gallon water jugs), and maintaining conference room appearance
  • Assists with overflow from Marketing and Sales department to include data entry and training preparations
  • Provide general support and hospitality to visitors and the ability to work full-time in the office. Serve as the point person for maintenance, mailing, shopping, supplies, equipment, bills, business cards, and errands
  • Organize and schedule meetings and appointments
  • Assist Talent and Culture with new team member onboarding
  • Partner with Talent and Culture to maintain office policies as necessary
  • Organize office operations and procedures
  • Partner with System Administration to prep and maintain office equipment, including phones and computers
  • Manage subscriptions to online software and tools and print media
  • Manage office equipment maintenance, ordering, and supplies
  • Manage relationships with vendors, service providers, and landlords
  • Manage contract and price negotiations with office vendors, service providers, and office leases
  • Manage office budgets, ensure accurate and timely reporting
  • Manage team member personnel files, including addresses and contact information
  • Coordinate events and meals, including Friday lunches, client meetings, holiday parties, and all-hands events
  • Participate, as needed, in special department projects, including client projects, social media campaigns, and communication strategies and development

Preferred Qualifications:

  • Proven office management, administrative, or assistant experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficiency in MS Office and Google Docs; Jira/Confluence experience a plus
  • Strong initiative, leadership, and decision making skills
  • Experience in event planning and coordination
  • The ability to lift office products and supplies
  • Scheduling flexibility to rearrange schedules in support of key collaboration center events
  • A willingness to wear multiple hats and jump into projects as needed
  • Bachelor’s degree or equivalent preferred. 
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