Office Manager

Pittsburgh Tomorrow; Pittsburgh (Allegheny County); On-site; USD 25,000 - 29,000; Part time

Job summary

Pittsburgh Tomorrow is seeking a reliable, detail-oriented Office Manager to support the daily administrative operations of a condominium association. This role serves as the main contact for residents, board members, management, staff, and vendors, ensuring clear communication, responsive service, and efficient property operations.

The ideal candidate will greet residents, answer inquiries, maintain records, coordinate move-in/out, manage room rentals, assist the Building Superintendent, and

Qualifications

• Excellent written and verbal English communication.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office and Adobe Acrobat.
• Ability to handle confidential information professionally.
• Experience in admin roles; property management a plus.

Responsibilities

• Greet residents and direct inquiries; maintain records.
• Answer phones and emails promptly and professionally.
• Manage resident records and association documents.
• Coordinate move-in/move-out procedures and vendor coordination.
• Support board meetings with agendas, minutes, materials.
• Monitor supplies and assist with basic financial tasks.
• Maintain a welcoming, confidential, and organized office.

Skills

Written communication

Verbal communication

Organizational skills

Attention to detail

Multitasking

Discretion

Customer service

Independent/self-starter

Interpersonal skills

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

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