Office Manager

Office Manager at Opkey Office Manager at Opkey in Braddock, Pennsylvania Posted in 4 days ago.

Type:

full-time

Job Description:

About the Role We are seeking a highly organized, proactive Office Manager to oversee day-to-day operations for our Pittsburgh office while also supporting a small satellite office in Dallas. This is a hands-on, office-focused role responsible for facilities, vendors, office operations, and employee experience within our co-working spaces. You will serve as the primary point of contact between our company and co-working/building management teams in both locations, ensuring our offices are functional, well-maintained, and ready to support day-to-day business needs. Day in the Life Most days begin with a walkthrough of the office-checking conference rooms, shared spaces, and overall readiness for the day. You'll coordinate with co-working space teams on maintenance, access, and setup needs, manage deliveries and mail, and ensure supplies, devices, and common areas are fully stocked and operational. Throughout the day, you'll manage conference room bookings, coordinate catering for meetings or client visits, and handle ad-hoc office needs as they arise. You'll also partner with our travel desk team to support booking and coordination of employee and contractor travel, particularly for in-office meetings, events, or executive visits. Some days are more forward-looking, focused on planning office moves, space reconfigurations, upcoming events, or occasional travel to Dallas to ensure the satellite office is operating smoothly and consistently with company standards. Key Responsibilities Office & Operations Management Oversee daily office operations, including supplies, equipment, mail, shipping, and vendor relationships. Manage device and company swag inventory, ensuring accurate tracking and availability. Handle incoming mail, shipping logistics, and cashing checks as required. Maintain a clean, organized, and functional office environment in partnership with co-working and building management teams. Ensure office safety, security, and access protocols are consistently followed. Facilities & Building Liaison Act as the primary liaison with co-working space and building management for facilities-related issues, including maintenance, repairs, cleaning, and access. Coordinate and track facilities requests through resolution. Oversee office space allocation and setup to ensure efficient and effective use of space. Support office relocations, expansions, or reconfigurations as needed (local relocation experience a plus). Ensure conference rooms and shared spaces are properly maintained and functional. Scheduling, Meetings, Events & Travel Coordination Manage conference room reservations and coordinate setup with building teams. Coordinate lunch orders, client visits, catering, and in-office meetings. Organize and support internal meetings, company events, and employee activities in partnership with Marketing or Events teams as needed. Coordinate logistics for special events such as team gatherings, trainings, and corporate celebrations. Partner with the travel desk team to support booking and coordination of employee and contractor travel as needed. Legal & Administrative Support Provide administrative support to our Senior Counsel, including light document editing, proofreading, and formatting of legal and business documents. Maintain legal files and records, both digitally and in hard copy, ensuring accurate organization and accessibility. Assist with filing, scanning, and general document management in support of legal operations. Multi-Office Oversight Manage all office-related responsibilities for the Pittsburgh office and a small satellite office in Dallas. Travel occasionally to Dallas to support office setup, audits, or special operational needs. What You'll Bring 3-5+ years of office management or workplace operations experience Prior experience working with co-working spaces or multi-tenant buildings Proven ability to manage vendors, inventory, events, and travel coordination Can independently own office operations with minimal oversight Prior experience working with co-working spaces or multi-tenant office buildings strongly preferred Experience supporting or leading local office relocations or space transitions is a plus Strong organizational skills with the ability to manage multiple locations and priorities Excellent communication skills and comfort working with vendors, building partners, and internal teams A proactive, detail-oriented approach with a strong sense of ownership Ability to work onsite five days per week Willingness to travel occasionally Benefits Opkey offers a comprehensive benefits package designed to support you and your family: Medical, dental, and vision insurance Company-paid life insurance Optional short-term and long-term disability coverage Generous paid time off Mental health benefits Family forming benefits Paid maternity and paternity leave Equal Opportunity at Opkey At Opkey, we're building a team as diverse and dynamic as the customers we serve. We are proud to be an equal opportunity employer and welcome candidates of all backgrounds, experiences, and perspectives. Direct applicants only, no recruiters.