Sr. Office Administrator

CannonDesign; Pittsburgh (Allegheny County); On-site; USD 40,000 - 55,000; Full time

Job summary

CannonDesign in Pittsburgh seeks an experienced administrative support professional for our onsite office. You will manage front desk activities, assist visitors, answer calls, and support daily operations to ensure a smoothly running office.

The role requires strong communication, organization, and the ability to work in a collaborative, deadline-driven environment. Occasional after-hours support for events may be needed.

Qualifications

• Minimum of four years of related experience.
• High School Diploma or GED; Associates degree preferred.
• Experience in a professional services firm is preferred.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite required.
• Ability to lift up to 30 pounds.

Responsibilities

• Greet visitors, staff, and vendors at the front desk with professionalism.
• Sit at the front desk to provide a welcoming presence when required.
• Answer incoming calls and direct inquiries to the appropriate teams.
• Work independently with minimal supervision to produce high-quality results.
• Provide general administrative and operational support for the office.
• Coordinate, budget for, and execute internal and external office events.

Skills

Front desk management

CRM systems

Microsoft Office

Education

High School Diploma

Associates degree preferred

Tools

Newforma

Procore

Job description

About The Role

The successful candidate will provide comprehensive administrative and operational support for our Pittsburgh office. Due to the nature of this role, this position will be performed primarily onsite in the office. Must be available to work in the office Monday - Thursday and provide occasional coverage for office events in the evenings and on the weekends as needed.

Here's What You'll Do

• Greet and assist visitors, staff, and vendors with professionalism and warmth, creating a welcoming front-of-house experience.
• Serve as the first point of contact by sitting at the front desk or reception area, ensuring a professional and welcoming presence for all who enter the office when required.
• Answer incoming phone calls and direct inquiries to the appropriate team members or departments when required.
• Work independently with minimal supervision, consistently producing high-quality, detail-oriented results. Manage routine and daily responsibilities independently, ensuring consistency and reliability.
• Provide general administrative and operational support to ensure the office runs smoothly and efficiently.
• Apply critical thinking to solve problems, anticipate needs, and improve processes.
• Deliver results in a timely and effective manner, maintaining a strong focus on quality and accountability.
• Exhibit strong organizational skills to manage multiple tasks, deadlines, and priorities.
• Provides oversight, planning and support to significant initiatives within the office (such as pipeline activities) or firm (such as managing corporate giving).
• May regularly take on support responsibilities within project or construction administration.
• Coordinates, budgets for, and executes external and internal office events with a broad scope (beyond physical space and catering).
• May manage building-related items such as maintenance requests, safety protocols, etc.
• Manage incoming and outgoing mail and packages, including USPS, FedEx, UPS, and courier services.
• Train and mentor new receptionist or office staff to ensure consistent front-of-house service.
• Support local onboarding efforts for new staff and assist with hospitality services to enhance the employee experience.
• Identifies opportunities to improve office operations and workflows.
• Represent and enhance the CannonDesign brand through professional or community engagement outside the firm.
• Draft communications for office leadership and team members using appropriate software and writing skills tailored to various audiences.
• High level of proficiency in required computer software programs. May assist office leadership and team members in PowerPoint presentations for various audiences.
• Collaborate with team members and contribute to a supportive, firm-first office culture.
• Manages confidential information with discretion.
• Ensure compliance with record retention policy standards.
• May take on additional responsibilities to support the BMBD team in the areas RFP/RFQ research, event coordination logistics, social media or email campaign assistance.
• May take on additional responsibilities supporting Project Managers in the areas of project management administration.
• Other duties as assigned; office or business unit size may be considered when evaluating the business need for this role.

Here's What You'll Need

• Minimum of four years of related experience required.
• Minimum High School Diploma or GED required. Associates degree in relevant field preferred.
• Experience working in a professional services firm preferred.
• Previous experience with CRM systems such as Salesforce, Deltek Vision/Vantagepoint, or OpenAsset is highly desirable.
• Familiarity with project and construction management software (e.g., Newforma, Procore) is a significant advantage.
• Excellent verbal and written communication skills.
• Strong attention to detail and focus on accuracy with work is a must.
• Ability to work in highly collaborative and deadline driven environment.
• Positive, can-do attitude and willingness to dive into projects and tasks.
• Proficiency in Microsoft Office Suite required.
• Ability to lift up to 30 pounds.

For a general overview of our benefits, please visit our careers page at https://www.cannondesign.com/careers/benefits

About Our Firm

CannonDesign is a design practice where strategy, experience, architecture, engineering, and social impact converge. We don't just dream up solutions - we create and bring them to life in ways to solve some of the biggest challenges facing our clients and the society. At the heart of everything we do is Living-Centered Design, a bold commitment to using our talents to not just improve the world but to truly reshape it for the better. It's more than a philosophy - it's who we are, and it drives us to make a meaningful, lasting difference every day.

About Working Here

• We are relentless in our pursuit of client adoration (not simply satisfaction). Consistent delivery of the best service is what we are about.
• We are committed to ensuring our practice provides equal opportunities for all employees, as we strive to connect with communities around us and focus on the future of design. We support equity, diversity, and inclusion efforts that benefit all employees through the leadership of our DEI Council, our Employee Resource Groups which are open to everyone, and other community initiatives.
• We're about communication and transparency here. If you want to talk to someone about an idea you have, or a challenge that needs addressing, we're ready for you.

CannonDesign is an Equal Opportunity Employer. CannonDesign is committed to maintaining a work environment that is free from any and all forms of unlawful discrimination and harassment. It is therefore the firm's policy to prohibit discrimination and harassment against any applicant, CannonDesign employee, vendor, contractor, or client on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, pregnancy, veteran status, genetic information, citizenship status, or any other basis prohibited by applicable law. It is also CannonDesign's policy to prohibit any and all forms of retaliation against any individual who has complained of harassing or discriminatory conduct, or participated in a firm or agency investigation into such complaints.