Workplace & Operations Manager

Havenside; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 55,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

401(k) with employer match

HSA/FSA accounts

Paid time off

11 paid company holidays

Floating holiday

AD&D coverage

Training and certification support

Job summary

Havenside is seeking a Workplace & Operations Manager to keep the Pittsburgh-based offices running smoothly and professionally. This role supports Havenside and affiliated companies with compliance, payroll, onboarding, and scheduling across multiple entities.

Key duties include facilities coordination, vendor relations, procurement, and payroll-related administration, ensuring secure handling of confidential information and efficient workplace operations.

Qualifications

• 3+ years of experience in workplace operations, office administration, facilities coordination, business operations, or a related field.
• Strong organizational, prioritization, and problem-solving skills.
• Experience coordinating vendors, contractors, or external service providers.
• Experience supporting payroll, onboarding, workforce administration, or related processes.
• Proficiency with Microsoft Office applications and common business software.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining attention to detail.

Responsibilities

• Workplace operations and facilities coordination for Havenside and affiliated companies.
• Vendor management, procurement, and inventory.
• Employee onboarding administration.
• Payroll support and compliance documentation.
• Company event logistics and coordination.
• Maintenance of records and compliance documentation.

Skills

Organizational skills

Prioritization

Problem solving

Vendor coordination

Payroll support

Onboarding

MS Office

Tools

Microsoft Office

Job description

Compensation: $55,000-$65,000/year + competitive benefits
Location: On-site, Pittsburgh, PA

Position Summary

At Havenside Construction Group, we believe homeowners don't just need a contractor. They need a Home Improvement Partner For Life. We're building one go-to team that understands each home as a whole, offering renovations, remodels, safety and accessibility upgrades, and handy fixes. Our goal is a long-term relationship with every home we step into, grounded in understanding both the house and the people who call it home.

The Workplace & Operations Manager helps keep that team running. This role focuses on Havenside, ensuring our workplace operates smoothly, efficiently, and professionally. It also provides targeted support to our affiliated companies, Omicelo Investments LLC and Oakwell, for organization-wide functions: compliance/HR documentation, payroll, and scheduling as needed.

Responsibilities span

• Workplace operations and facilities coordination
• Vendor management, procurement, and inventory
• Employee onboarding administration
• Payroll support and compliance documentation
• Company event logistics

Essential Responsibilities

Workplace & Facilities Operations

• Maintain a safe, clean, organized, and functional workplace environment.
• Coordinate facility maintenance, repairs, and service requests.
• Serve as the primary point of contact for building-related issues and vendor coordination.
• Monitor workplace conditions and proactively address operational concerns.
• Coordinate office mail, package deliveries, and shipping activities.
• Manage office furnishings, equipment, workspace readiness, and facility resources.
• Ensure workspaces are properly equipped for new and existing employees.
• Oversee office supply inventories and replenishment activities.
• Maintain workplace organization and support daily office operations.

Procurement, Inventory & Distribution

• Purchase and maintain office, facility, operational, and employee-related supplies.
• Manage inventories of uniforms, apparel, PPE, office supplies, and workplace materials.
• Coordinate shipment and distribution of PPE, apparel, and company equipment to employees and business locations.
• Support vendor sourcing, purchasing, and order tracking activities.
• Monitor inventory levels and maintain operational readiness.

Workforce Administration & Payroll Support

• Process labor hour reporting and payroll-related administrative activities.
• Coordinate payroll support processes and maintain payroll records.
• Serve as a liaison with the organization's Professional Employer Organization (PEO) and other workforce service providers.
• Coordinate contractor, subcontractor, 1099, visa, and workforce-related documentation.
• Collect, maintain, and organize employment-related records and forms.
• Support workforce administration processes across affiliated companies.

Employee Onboarding & Workplace Support

• Coordinate onboarding logistics for new employees.
• Conduct background screening, driver screening, and employee clearance processes.
• Ensure employees have the necessary access, credentials, equipment, and workspace to begin work.
• Issue and administer keys, badges, and other workplace access resources.
• Welcome new employees and support a positive onboarding experience.
• Coordinate employee recognition items, welcome materials, and workplace support activities.

Compliance & Records Administration

• Maintain employee, contractor, and operational records in accordance with company requirements.
• Manage physical filing systems and documentation across affiliated companies.
• Support compliance-related documentation, including training and safety records.
• Assist with audit preparation and documentation requests.
• Ensure records are organized, current, and readily accessible.

Company Events & Logistics Coordination

• Coordinate logistical planning and execution for company meetings, employee events, celebrations, training sessions, and workplace gatherings.
• Arrange event locations, catering, supplies, materials, and attendee support.
• Coordinate internal event communications and logistics with vendors and stakeholders.
• Support employee engagement initiatives through operational planning and execution.

Vendor & Service Provider Management

• Serve as a liaison with vendors, contractors, service providers, technology partners, and building management.
• Coordinate service requests and ensure timely issue resolution.
• Monitor vendor performance and support contract administration activities.
• Maintain positive working relationships with external business partners.

Administrative Support

• Provide administrative support to leadership and business operations as needed.
• Assist with scheduling, meeting coordination, travel arrangements, document preparation, and related administrative activities.
• Support special projects and cross-functional operational initiatives.
• Perform other duties as assigned in support of organizational objectives.

Qualifications

Required

• 3+ years of experience in workplace operations, office administration, facilities coordination, business operations, or a related field.
• Strong organizational, prioritization, and problem-solving skills.
• Experience coordinating vendors, contractors, or external service providers.
• Experience supporting payroll, onboarding, workforce administration, or related processes.
• Proficiency with Microsoft Office applications and common business software.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining attention to detail.
• Ability to handle confidential and sensitive information appropriately.

Preferred

• Experience working with a Professional Employer Organization (PEO).
• Experience supporting multiple business entities or locations.
• Experience in construction, home services, field services, manufacturing, or similar operational environments.
• Experience coordinating company events and workplace engagement activities.

Key Competencies

• Organization and Planning
• Customer Service Orientation
• Relationship Management
• Attention to Detail
• Vendor Coordination
• Problem Solving
• Adaptability
• Administrative Excellence
• Operational Execution
• Communication and Collaboration

Work Environment & Requirements

• Fully onsite at Havenside's Pittsburgh offices.
• Regular presence in the warehouse and at active job sites across Havenside's Southwest Pennsylvania service area, with appropriate PPE.
• A valid driver's license and reliable transportation for local travel.

Benefits

Havenside offers health, dental, vision and life insurance, HSA/FSA accounts, and a 401(k) with employer match. Employees also receive paid time off, 11 paid company holidays, floating holiday, AD&D coverage, and support for training and certification.

Havenside is an E-Verify and equal opportunity employer.