Office Administrator

American City Business Journals, Inc.; 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

Job summary

American City Business Journals, Inc. is seeking an Office Administrator to support the Publisher and staff with a broad range of administrative tasks, invoicing in Workday, mail handling, and assisting with annual expense budgeting in collaboration with corporate accounting.

The role also covers event coordination for the Bizwomen Leadership council, office systems maintenance, onboarding support, and cross-departmental coordination.

Qualifications

• Three to five years preferred.
• Experience with Excel and Word processing; Salesforce experience a plus.

Responsibilities

• Coordinate and enter invoices in Workday.
• Manage mail and distribute to departments.
• Assist corporate accounting with budget preparation.
• Handle accounts receivable tasks and tear sheets to customers.
• Support contract work flow and order processing.
• Assist with event coordination for Bizwomen Leadership council.

Skills

Excel

Word processing

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.

Job Responsibilities

• 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.

Skills & Experience

Experience: Three to five years preferred.

Specific Skills: Excel, word processing, Salesforce experience a plus; ability to learn new systems as needed.

Additional Job Information

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)

Salary Range

40,000-45,000

Compliance Statement

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.

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This Company is an Equal Opportunity Employer, and does not discriminate on the basis of race, gender, ethnicity, religion, national origin, age, disability, veteran status, or on any other basis prohibited by law. Information on race, gender and national origin will only be used for statistical and recordkeeping purposes, and will not be used in making any employment decisions. All information provided will be kept separate from your expression of interest. Providing this information is strictly voluntary, and you will not be subjected to any adverse action or treatment if you choose not to provide this information. If you do not choose to answer these questions, we ask that you select "Decline to Identify" for each question. Thank you for your voluntary cooperation.