Office Manager, Station Square

WS Development Associates, LLC; Pittsburgh (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Job summary

WS Development is seeking an experienced Office Manager to support property management and maintenance teams in a fast-paced environment. You will serve as a first point of contact for tenants, vendors, and partners, handling administrative and light accounting tasks with discretion and professionalism.

You will maintain office operations, utilize AI tools to improve contract tracking and reporting, and ensure timely response to inquiries while coordinating calendars, files, and documentation.

Qualifications

• College degree or equivalent experience.
• 3–5 years of business experience.
• Strong organizational and problem-solving skills.
• Can-do attitude, initiative and strong work ethic.
• Ability to manage multiple projects and adapt to change.
• Proficient in MS Office (Word, Excel, Teams, PowerPoint, Outlook); WordPress a plus.

Responsibilities

• Provide general office duties including mail distribution, screening and routing of telephone calls, and guest reception.
• Maintain office space and equipment; manage office supply inventory.
• Develop and maintain records, files and reports for day-to-day property management (calendars, agendas, tenant/vendor/contract files).
• Conduct property-level accounting tasks: invoice processing, new vendor setup, utility switchovers.
• Coordinate information for corporate databases (contracts, insurance, contact lists).
• Interface with tenants, vendors, contractors and cross-functional teams; build rapport.
• Respond to information requests from Corporate, tenants, and management; prioritize tasks.
• Be flexible to work occasional evenings and weekends for events.
• Deliver top-level customer service to tenants, colleagues, vendors, and community; assist during crises.
• Be proactive in asking questions to anticipate needs and propose solutions.

Skills

Office management

Customer service

Vendor coordination

Accounting basics

Microsoft Office

Bilingual

AI tools

Education

College degree or equivalent

Tools

WordPress

AI tools

Job description

Overview

Work Interface Relations: The chief responsibility of the Office Manager is to provide administrative support to the property management and maintenance teams. Often a first point of contact, the Office Manager also provides customer service to customers, tenants, vendors, contractors, and community partners.

Key Position Accountabilities:

Administrative Support

• Provide general office duties including mail distribution, screening and routing of telephone calls, responding to general inbox email inquiries and receiving guests, communicating with management and security, parking, housekeeping, and engineering as needed.
• Ensure office space and equipment is properly maintained including office supply inventory.
• Develop office procedures/processes and establish and maintain all necessary records, files and reports as required for day-to-day property management, including, but not limited to, calendars, meeting agendas, and tenant, vendor and contractor files.
• Maintain and update property tenant manual.

• Conduct various accounting functions at the property level including invoice processing, new vendor setup, utility switchovers
• Implement and maintain information for corporate databases including, but not limited to, contracts, insurance documents and contact lists.
• Keep informed and up to date on all operations and marketing activities, events and special projects and provide support, as requested.
• Take regular property walks and provide follow-up items with onsite team members.
• Interface with tenants, vendors, contractors and cross-functional team members. Build an excellent rapport with tenants through frequent, in-person contact.
• Respond to requests for information from Corporate, tenants and management in a timely fashion; must be adept at prioritizing these tasks.
• Must be flexible and available to work occasional evenings and weekends, depending on scheduled events.

• Deliver top-level customer service to tenants, colleagues, vendors, and the community, including organized support during crisis communications.
• Ask proactive, strategic questions to anticipate needs and drive solutions; resolve problems directly where possible and flag inefficiencies or unclear ownership with proposed solutions.
• Comfort using AI tools to support contract tracking, invoice review, vendor communications, reporting, etc. Champions the use of AI tools to drive efficiency across the team.

• College degree (or equivalent experience) with 3-5 years business experience.
• Strong organizational and problem-solving skills.
• Can-do attitude, initiative, humility, and strong work ethic.
• Ability to handle multiple projects simultaneously and an adaptability to change.
• Good oral, written, and interpersonal skills; bilingual language skills a plus; English speaking skills a must.
• Proficiency in computer skills, including Microsoft Office, Word, Excel, Teams, PowerPoint, and Outlook.
• Experience with WordPress a plus.
• Must be able to work independently and meet deadlines.
• Must have discretion and ability to keep sensitive information strictly confidential.

Massachusetts-based WS Development is a mixed-use developer with a singular mission: creating places people want to be. With an approach that values art, science, innovation and, above all else, people, WS strives to engage each community it serves with best-class installations and activations. Established in 1990, WS is a vertically-integrated company that conceptualizes, owns, operates and leases more than 100 properties that range from cutting-edge urban spaces to lifestyle and community centers. With over 20 million square feet of existing space and an additional five million square feet under development, it is one of the largest privately-owned development firms in the country. WS is where great ideas and great people come together to design, build, and operate some of the best-loved real estate projects in the country. We live at the intersection of entrepreneurship and establishment. We have the infrastructure of decades supporting a culture of free-thinking excellence. We expect every WS employee to feel welcomed and valued irrespective of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, marital status, parental status, cultural background and life experiences. Or for any other reason.