Office & Hospitality Coordinator (Part-Time, Pittsburgh)

Madrona Venture Labs; Pittsburgh (Allegheny County); On-site; USD 18,000 - 25,000; Part time

Job summary

Gray Swan is seeking an Office Manager to keep our Pittsburgh office running smoothly, blending hospitality with day-to-day operations. You'll ensure the team has what they need, visitors have a great experience, and the space stays efficient and welcoming.

You'll work approximately 20 hours per week, with around four hours each day spent in the office supporting employees, coordinating vendors, and handling local errands as needed.

Qualifications

• Experience in office management, workplace operations, hospitality, or facilities coordination.
• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to work independently in a fast-moving startup environment.

Responsibilities

• Create a welcoming, professional experience for employees and visitors.
• Manage office snacks, beverages, and common area supplies.
• Coordinate and manage daily team lunches.
• Maintain office equipment and supplies (excluding IT hardware and systems).
• Welcome guests, coordinate visitor access, and prepare meeting spaces.
• Submit and track building maintenance requests.
• Coordinate deliveries, shipping, and local errands.
• Maintain an organized, clean, and functional office environment.
• Build relationships with vendors and building management.
• Identify opportunities to improve office operations and employee experience.

Skills

Hospitality mindset

Attention to detail

Organization

Ownership

Resourcefulness

Dependability

Job description

Gray Swan is seeking an Office Manager to keep our Pittsburgh office running smoothly, blending hospitality with day-to-day operations. You'll ensure the team has what they need, visitors have a great experience, and the space stays efficient and welcoming.

You'll work approximately 20 hours per week, with around four hours each day spent in the office supporting employees, coordinating vendors, and handling local errands as needed.