Office Administrator

Pittsburgh Business Times; Pittsburgh (Allegheny County); On-site; USD 40,000 - 45,000; Full time

Benefits offered by this job

Paid Parental Leave

401K Plan with Employer Match

Flexible Spending Accounts

Employee Assistance Program

Commuter Flexible Spending

Lifestyle Programs

Medical Infertility Services

Corporate discount programs

Employee Recognition/Service Awards

Job summary

The Pittsburgh Business Times is seeking an experienced Office Administrator to coordinate, oversee and perform a wide variety of administrative and support services for the Publisher and staff.

You will manage general office needs, enter invoices in Workday, handle accounts receivable, mail, scheduling of shipments, budget assistance with corporate accounting, and support event coordination for Bizwomen Leadership council.

Qualifications

• High School diploma or 2-year degree preferred.
• 3–5 years experience preferred.
• Excel and Word processing required; Salesforce experience a plus.

Responsibilities

• Enter invoices into Workday and assign invoices with supporting documentation.
• Accounts Receivable: Print invoices and send to customers with tear sheets.
• Handle postage, mail distribution, and coordinate with office building management.
• Assist corporate accounting with items requested by the department.
• Support Salesforce: order entry, bookings, pipeline awareness.
• Assist with weekly production reports and printer weight/ad percentage.
• Coordinate employee onboarding with HR Partners and organize events.

Skills

Excel

Word processing

Salesforce

Education

High School diploma

2-year college degree preferred

Tools

Salesforce

Job description

Coordinate, oversee and perform a wide variety of administrative and support services for the Publisher and staff. Manage general office needs, open and distribute mail, enter invoices, send invoices and tear sheets to customers, enter house ads, and assist with the preparation of the annual expense budget in conjunction with corporate accounting. services, including event function coordination for the Bizwomen Leadership council.

• Duties of the Office Administrator include but are not limited to:
• Receive and Enter Invoices: Enter invoices into Workday and assign invoices across the Company along with supporting documentation.
• Accounts Receivable: Print invoices and send to customers with tear sheets.
• Postage and Mail: Maintain postage machine, create postage reports and recharge postage balance as necessary. Open and distribute mail to the appropriate department/person throughout the office.
• Corporate Accounting Assistance: Assist the corporate accounting department with various items, as requested.
• Salesforce: Order entry, manage bookings. Be knowledgeable about the system/process -- pipeline, opportunities, etc.
• Production: manage weekly production report/manifest; provide weight/ad percentage to printer.
• Cash Management: Receive checks sent to the market and forward to the lock box. Notify customers of the lock box address.
• Budget: Assist Publisher or Business Unit Operating Head in preparing the business unit's annual expense budget.
• Business Unit Office: Manage all general office needs including telephone system, equipment service agreements, repairs and maintenance. Serve as liaison with office building management. Review and facilitate office supply requisitions and order fulfillment.
• Contract Administration: Manage client contract work flow, including the implementation and ongoing process management of electronic contracts as well as supporting the insertion order process as needed.
• Employee Support: Coordinate employee onboarding with centralized HR Partners, to include new employee orientation, office set up, business cards and I-9 verification. Assist employees in locating the correct employee service such as help desk, benefit service center, employee self-service tools, eagle-i and SharePoint.
• Events: assist with event duties as needed; including but not limited to event registration, name tags, set-up/breakdown, communication to attendees.
• Community. Participate in business unit-sponsored events promoting the paper.
• Professional Development. Participate in all training offered by his or her business unit and ACBJ.
  

Education: High School diploma -- 2-year college degree preferred.
Experience: Three to five years preferred.
Specific Skills: Excel, word processing, Salesforce experience a plus; ability to learn new systems as needed.
The well-being of our employees is paramount. For that reason, ACBJ offers a variety of rich and competitive benefits including bundled health, dental and vision plans designed to meet our employees' needs. We also provide programs to support mental health and wellness and a generous time-off policy in support of taking the time needed to recharge.
Here are just a few of our programs:

• Paid Parental Leave
• 401K Plan with Employer Match
• Flexible Spending Accounts
• Employee Assistance Program
• Multiple Employee Dependent Scholarship Programs
• Commuter Flexible Spending
• Lifestyle Programs (Including incentives for healthy habits)
• Medical Infertility Services
• Corporate discount programs
• Employee Recognition/Service Awards
• And so much more! (Benefits coverage indicated above may be based on employee participation in benefit programs and eligibility)

This Company is an Equal Opportunity Employer. The Company considers applicants for all positions without regard to race, color, religion, national origin, gender, age, marital status, disability, veteran status, sexual orientation, genetic information or any other characteristic protected by applicable city, state or federal law.
COMPENSATION:40,000-45,000