Office Manager

Breathe Project; Pittsburgh (Allegheny County); On-site; USD 25,000 - 29,000; Full time

Job summary

Breathe Project is seeking a reliable Office Manager to support daily administrative operations for a condominium association. You will be a key contact for residents, board members, and vendors, ensuring clear communication and responsive service.

The role involves handling resident records, coordinating move-ins/outs, processing maintenance requests, and managing room rentals. Strong organization and discretion are essential for success in this on-site position.

Qualifications

• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency in Microsoft Word, Excel, Outlook, and common office software.
• Ability to handle sensitive information with discretion.
• Experience in administrative roles; property management/HOA experience a plus.
• Able to work independently and manage multiple tasks.

Responsibilities

• Greet residents, guests, and vendors and direct inquiries appropriately.
• Answer phones, emails, and resident requests promptly and courteously.
• Maintain accurate resident records and association documents.
• Coordinate move-in/move-out procedures for residents.
• Receive and coordinate maintenance requests and vendor communications.
• Manage rental and scheduling of guest rooms and the Party Room.
• Support Building Superintendent with repairs, inspections, and contractor visits.
• Assist with notices, newsletters, and board meeting materials.

Skills

Communication

Organization

Customer service

Independence

Problem solving

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Adobe Acrobat

Zoom

Job description

Job Summary

We are seeking a reliable, detail-oriented, and professional Office Manager to support the daily administrative operations of our condominium association. This position serves as an important point of contact for residents, board members, management, staff, and vendors, helping ensure clear communication, responsive service, and efficient property operations.

Key Responsibilities

• Greet residents, guests, and vendors; provide assistance and direct inquiries appropriately.
• Answer phones, emails, and resident requests in a timely, courteous, and professional manner.
• Maintain accurate resident records, unit files, and association documents, both digitally and in physical files.
• Coordinate and assist residents with move-in and move-out procedures.
• Receive and assist with processing maintenance requests and coordinate with vendors as needed.
• Manage the rental and scheduling of the condominium’s two guest rooms and Party Room.
• Support the Building Superintendent with scheduling repairs, inspections, contractor visits, and other building-related activities.
• Communicate effectively with the Building Superintendent, management company, DH staff, residents, vendors, contractors, and other service providers.
• Assist with preparing and distributing resident notices, newsletters, and community updates.
• Assist with board meeting preparation, including agendas, minutes, meeting materials, and related administrative tasks.
• Monitor, track, and order office and building supplies as needed.
• Assist with basic administrative financial tasks, including logging payments, invoices, and other records.
• Maintain an organized, welcoming, and professional office environment.
• Maintain professionalism, confidentiality, dependability, and attention to detail while managing multiple priorities.

Qualifications and Skills

• Strong written and verbal communication skills, excellent command of the English language, and strong customer service skills.
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks and priorities effectively.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook; experience with Adobe Acrobat, email, Zoom, and other standard office software.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Friendly, professional demeanor with strong problem-solving and interpersonal skills.
• Previous administrative or office experience preferred; property management or condominium/HOA experience is a plus.
• Ability to work independently, demonstrate initiative, and function as a reliable self-starter.
• Ability to communicate and work effectively with residents, board members, management, staff, contractors, and vendors.

Work Environment

• On-site office located within a residential condominium community.
• Frequent interaction with residents, board members, management, staff, vendors, contractors, and other service providers.
• Standard business hours; occasional evening hours may be required for board meetings or community activities.
• Professional, resident-focused environment requiring discretion, dependability, and effective communication.

Hours

Approximately 25-30 hours per week, Monday through Friday. Occasional evening hours may be required for board meetings or community events.

Compensation

$18-$21 per hour, depending on experience

Reports To

Building Superintendent