Office Manager / Administrative Coordinator

The Office Manager / Administrative Coordinator is responsible for coordinating the day-to-day administrative operations of the company and ensuring an efficient, organized, and professional workplace. This position serves as a key administrative resource for company leadership and employees, providing support across office management, human resources, purchasing, facilities, accounting, and general business operations.

The ideal candidate is highly organized, dependable, professional, detail-oriented, and able to manage multiple priorities while maintaining confidentiality and exercising sound judgment.

Essential Duties and Responsibilities

Office Administration

• Manage the day-to-day administrative operations of the office.
• Serve as a primary point of contact for visitors, vendors, customers, and employees.
• Answer and direct incoming phone calls and correspondence.
• Greet visitors and maintain a professional reception area.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain office supplies, equipment, and administrative materials.
• Coordinate conference rooms, meetings, office events, and company activities.
• Maintain organized electronic and physical records.
• Develop and maintain office procedures and administrative processes.
• Coordinate building access, keys, badges, parking, and other office-related requirements.
• Other duties as assigned

Human Resources & Employee Support

• Provide administrative support to HR and company leadership.
• Assist with employee onboarding and offboarding.
• Coordinate new-hire paperwork, office access, equipment, supplies, and workspace setup.
• Maintain employee records and HR-related documentation as directed.
• Assist with benefits administration and employee communications.
• Coordinate employee training, meetings, and company events.
• Assist with maintaining company policies, forms, and employee communications.
• Maintain confidentiality of employee and company information.

Purchasing & Vendor Management

• Purchase office supplies, equipment, and other approved materials.
• Obtain quotes and coordinate purchases with management and accounting.
• Maintain relationships with office, facility, and service vendors.
• Coordinate vendor service calls, maintenance, repairs, and facility-related activities.
• Assist with tracking recurring expenses and service agreements.

Facilities & Workplace Management

• Coordinate office and facility maintenance.
• Work with landlords, property managers, utilities, security providers, janitorial services, and other facility vendors.
• Monitor office cleanliness, safety, organization, and general appearance.
• Coordinate repairs and maintenance of office equipment and facilities.
• Assist with workplace safety and administrative compliance activities.
• Support facility-related projects and office moves or expansions.

Accounting & Administrative Support

• Provide administrative support to the accounting department.
• Assist with invoice processing, expense reports, receipts, and purchasing documentation.
• Maintain organized records supporting company financial transactions.
• Assist with credit card and company expense documentation.
• Assist with timekeeping and other administrative processes as directed.

Qualifications

• High school diploma or equivalent required.
• Associate degree or bachelor's degree in business administration, accounting, human resources, or a related field preferred.
• 3–5 years of experience in office administration, office management, administrative coordination, or a related position.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to follow through on assignments.
• Ability to handle confidential information professionally.
• Ability to work independently and prioritize competing demands.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Professional demeanor and strong interpersonal skills.
• Ability to interact effectively with employees at all levels of the organization, customers, vendors, and visitors.
• Be on-site during normal business hours.

Titan Robotics, Inc. (“Titan,” http://titanrobots.com) is a private small business located in the Airside Business Park with additional operations at the Pittsburgh International Airport. The candidate for this position will be primarily located at the Airside Business Park facility. Titan’s operations focus on the development and production of robotic systems and equipment. This is an exciting and challenging opportunity to join a robotics company on a path for growth and success. We design and build custom systems with advanced technology that are production ready.