Multifunctional Operations Coordinator

Life’sWork of Western PA; Pittsburgh (Allegheny County); On-site; USD 42,000 - 65,000; Full time

Job summary

Life’s Work of Western PA is seeking an experienced Office Administrator to provide administrative, operational, and organizational support across facilities, information technology, safety, risk management, contracts, and fleet management.

The role serves as the front desk contact, coordinates Board logistics, maintains vendor relationships, manages office supplies, audits documentation, and supports cross‑functional projects while upholding confidentiality and exceptional customer service.

Qualifications

• Previous experience in office administration, office management, or operations support.
• High school diploma or GED required; associate's degree or bachelor's degree preferred.
• Proficiency with Microsoft Office Suite.
• Strong verbal and written communication skills.
• Excellent interpersonal skills with a customer service mindset.
• Demonstrated ability to manage multiple responsibilities and meet deadlines.

Responsibilities

• Coordinate and facilitate fire drills and emergency preparedness activities.
• Ensure compliance with workplace safety policies and procedures.
• Serve as point of contact for property management, landlords, building maintenance, and external vendors.
• Assist with business continuity and emergency response planning.
• Manage fleet vehicle documentation and renewal processes.
• Maintain and distribute vehicle insurance packets and registration materials.
• Receive, document, and process vehicle incident and accident reports.
• Maintain vehicle usage records and compliance documentation.
• Configure and deploy computers, laptops, monitors, and peripheral equipment for new hires and existing staff.
• Provide support for internal phone and voicemail systems.
• Manage Canva accounts, templates, and organizational branding resources.
• Provide front desk and reception coverage, including visitor management.
• Support Board of Directors meetings by coordinating logistics, preparing materials, and maintaining records.
• Manage office supply inventory, ordering, and vendor relationships.
• Oversee administrative contracts, vendor agreements, and renewal tracking.
• Maintain and regularly update the internal employee directory and organizational contact lists.
• Process incoming and outgoing mail, packages, and deliveries.
• Assist with audit preparation by gathering, organizing, and maintaining required documentation.
• Coordinate meeting scheduling, conference room reservations, and event logistics.
• Support cross-functional projects and organizational initiatives.
• Exercise sound judgment and maintain confidentiality regarding sensitive information.
• Build and maintain positive working relationships with employees, vendors, and external stakeholders.
• Prioritize multiple responsibilities while meeting deadlines and organizational needs.
• Provide exceptional customer service and operational support across departments.
• Perform other duties and special projects assigned to support organizational objectives.
• All required training will be provided upon hire. Training will be provided by Life’s Work, and/or another approved provider.

Skills

Microsoft Office Suite

Organization

Communication

Customer service

Attention to detail

Time management

Teamwork

Education

High school diploma or GED

Associate's or Bachelor's degree preferred

Job description

Life’s Work of Western PA is seeking an experienced Office Administrator to provide administrative, operational, and organizational support across facilities, information technology, safety, risk management, contracts, and fleet management.

The role serves as the front desk contact, coordinates Board logistics, maintains vendor relationships, manages office supplies, audits documentation, and supports cross‑functional projects while upholding confidentiality and exceptional customer service.