Office Manager II at Burns Scalo Real Estate Inc. – Pittsburgh, Pennsylvania

The Office Manager II is responsible for ensuring the smooth operation of the corporate office while providing critical IT and HR administrative support. This role oversees day-to-day office operations, serves as a first-level resource for office technology needs, and partners with HR and leadership to support onboarding, hiring logistics, and employee lifecycle processes. The Office Manager II operates with a high degree of independence, discretion, and problem-solving ability and serves as a central point of coordination across departments to maintain an organized, efficient, compliant, and positive workplace.

PRIMARY RESPONSIBLIITES

1. OFFICE MANAGEMENT

Office Operations & Facilities:

Oversee day-to-day office operations to ensure a professional, efficient, and welcoming work environment

Manage office supplies, inventory, restocking, and vendor ordering

Greet and assist guests, clients, and visitors in a professional and welcoming manner

Manage daily incoming and outgoing mail, including opening, sorting, and distributing correspondence and packages

Maintain café/kitchen and common areas, including stocking beverages and supplies, coordinating cleaning, and ensuring

overall cleanliness and organization

Coordinate office moves, workspace setup, seating plans, and workstation changes

Handle setup and teardown for meetings, events, meals, and firm activities

Budgeting & Vendor Management

Track and manage office budgets for supplies, events, and employee activities

Review invoices, monitor expenses, and ensure cost-effective purchasing

Communication & Coordination

Draft and distribute office-wide communications, announcements, and operational updates

Act as a liaison between leadership, staff, vendors, and external partners

Maintain internal calendars for meetings, events, and office initiatives

Ensure consistency and organization across multi-office or multi-team environments

Event & Culture Support

Plan and execute company events, leadership functions, and employee engagement activities

Coordinate catering, venues, schedules, and logistics

Support office culture initiatives and staff engagement programs

2. TECHNOLOGY AND IT SUPPORT

Day-to-Day Tech Support

Provide first-level troubleshooting support for common office technology issues

Serve as the primary liaison between employees and the IT service provider; submit, track, prioritize, and manage support

tickets, communicate status and timelines, and ensure timely resolution of issues

Serve as an active member of the IT Committee and People Committee, contributing operational insights, identifying

improvement opportunities, and supporting implementation of committee initiatives

Perform other duties and special projects as assigned.

New Hire Technology Setup Coordinate closely with IT to ensure new hires have email accounts, system access, passwords, and equipment ready on day one Act as a liaison between new employees and IT during onboarding Track onboarding technology needs and confirm completion before start dates 3. HR AND ONBOARDING SUPPORT New Hire Onboarding Coordinate onboarding logistics for new hires across departments and locations Prepare workspaces, equipment, and supplies prior to start dates Create and maintain onboarding checklists and welcome materials Conduct office orientations and walk-throughs for new employees Serve as the main point of contact for new hires during their first days and weeks HR & Administrative Support Partner with HR and leadership to support hiring, onboarding, and employee transitions Assist with interview scheduling, candidate communication, and hiring logistics Perform other duties and special projects as assigned.

KNOWLEDGE, SKILLS, & ABILITIES: 1. Able to work in a fast-paced, high energy and team-oriented environment. 2. Strong ability to collaborate with peers, accept feedback, and co-own deliverables. 3. Able to work independently, prioritize assignments, and meet tight deadlines. 4. Detail-oriented, organized, self-motivated, flexible, and capable of managing multiple projects simultaneously. 5. Proficiency in Microsoft 365/ MS Office Suite, SharePoint, DocuSign; Paylocity, working knowledge of Yardi is a plus. 6. Strong written and verbal communication skills. 7. Demonstrated experience supporting senior leadership and multiple departments simultaneously 8. Proven ability to manage office operations independently, including vendor coordination, facilities, and internal processes

EXPERIENCE /

EDUCATION

REQUIREMENTS: 1. Bachelor’s degree, preferred. Demonstrated related experience may be substituted for preferred education. 2. 3-5 years of professional experience required 3. Minimum of two (2) years of relevant experience in customer service/customer facing required. 4. Experience in commercial real estate, preferred. 5. Experience supporting or coordinating with IT and office needs 6. Exposure to HR, onboarding, benefits administration, or compliance support

WORKING

CONDITIONS /

PHYSICAL

DEMANDS: While performing the duties of this job, the employee must be able to: 1. Travel up to 10% to sites beyond the corporate office. 2. Perform sedentary work – exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. 3. See, hear, talk, and perform tasks requiring manual dexterity and visual acuity; kneel, sit, stand, walk, crouch, stoop, reach, pull, push, and other similar, repetitive tasks requiring physical activity. 4. Able to operate standard office/computer equipment. 5. Valid driver’s license.