Office Operations Manager Jobs in Pennsylvania
Office Operations Manager jobs in Pennsylvania are actively recruited across healthcare administration, financial services, higher education, and professional services, with openings at every level from first-time operations leads to senior facility directors. Philadelphia, Pittsburgh, and Harrisburg are the busiest hiring metros, home to large employers such as UPMC, Comcast, and Penn State Health that maintain consistent demand for operations professionals. The most sought-after specialties in Pennsylvania are facilities coordination, compliance-driven office administration, and multi-site operations oversight. Scan the live roles below and apply to whichever ones fit.
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Job Overview
The Office Manager – Billing & Operations is responsible for overseeing administrative, financial, human resources support and operational functions that support the efficient day-to-day operations of the organization. This role requires strong organizational, communication, and problem-solving skills, as well as the ability to exercise sound judgment and maintain confidentiality in handling sensitive business and employee information.
The Office Manager provides administrative support to Executive Leadership and supports office administration, human resources administration, billing, payroll coordination, bookkeeping, contractor administration, and operational workflows while collaborating with leadership to improve efficiency and maintain effective business operations.
This position works independently under general direction and plays a key role in supporting Executive Leadership, employee and contractor administration, organizational operations, financial processes, and client service readiness.
Essential Duties & Responsibilities
Office Administration & Operations
● Coordinate daily office and administrative operations to support business efficiency
● Manage scheduling systems, calendars, appointments, and workflow timelines
● Serve as a primary point of contact for incoming calls, emails, and communications
● Support coordination of office personnel, field staff schedules, and project logistics
● Maintain organized company records, databases, and operational systems
● Ensure customer, vendor, and contractor information remains accurate and current
● Assist with office logistics, including mail distribution, deliveries, and supply management
● Support implementation and adherence to company policies and procedures
● Maintain a professional, organized, and client-ready office environment
Billing, Bookkeeping & Financial Administration
● Process accounts payable and accounts receivable transactions accurately and timely
● Maintain bookkeeping records using QuickBooks
● Support payroll processing and maintain payroll-related records
● Perform bank reconciliations and assist with financial record accuracy
● Generate routine financial and operational reports for leadership review
● Identify discrepancies and assist in resolving billing or accounting issues
Human Resources & Administrative Support
●Provide administrative support to Executive Leadership, including calendar coordination, meeting preparation, correspondence, document preparation, and follow-up on action items
● Support recruitment and hiring administration, including interview scheduling, candidate communications, and onboarding documentation
● Maintain organized personnel files, employee records, required clearances or credentials, and other HR documentation in coordination with leadership
● Assist with employee onboarding and offboarding, timekeeping and PTO records, payroll-related employee updates, and routine HR administrative processes
● Coordinate staff training documentation, policy acknowledgments, and compliance-related records as assigned
●Handle employee and personnel information with discretion and confidentiality and escalate employee-relations matters to appropriate leadership or HR
Contractor Coordination
● Coordinate independent contractor onboarding documentation, contracts, credentialing, and required compliance records
● Maintain contractor records and support routine invoicing, scheduling, communication, and document follow-up
Operational Support & Process Improvement
● Provide administrative support for leadership projects, internal communications, meeting materials, and follow-up documentation
● Help ensure continuity of daily business functions and client service operations
● Support cross-functional collaboration between operations, finance, and administrative teams
Qualifications
● Bachelor’s degree in Business Administration, Management, Accounting, Human Resources, or related field preferred; equivalent professional experience considered
● Minimum 3–5 years of experience in office management, operations, billing, bookkeeping, and administrative support, including HR-related responsibilities
● Prior HR administrative experience with recruitment coordination, onboarding, personnel documentation, and confidential employee records strongly preferred
● Experience providing administrative support to executive or senior leadership preferred
● Proficiency with QuickBooks and Microsoft Office Suite required
● Experience with payroll processing and financial administration preferred
● Strong organizational, analytical, and problem-solving skills
● Excellent verbal and written communication skills
● Ability to manage multiple priorities in a fast-paced environment
● Demonstrated professionalism, discretion, and confidentiality
● Ability to work independently and collaboratively with cross-functional teams
Pay: $58,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
See All 21 Office Operations Manager Jobs in Pennsylvania
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Find JobsOffice Operations Manager Jobs by City in Pennsylvania
Where Pennsylvania roles are concentrated, by current openings.
Office Operations Manager Job Market in Pennsylvania
A snapshot from current Pennsylvania openings, updated as new roles post.
Who's Hiring
What Pennsylvania Employers Look For
The qualifications that appear most often in office operations manager jobs across Pennsylvania.
- Bachelor's degree in business administration, management, or a related field required
- Three or more years of experience managing office operations or administrative teams
- Demonstrated proficiency with facilities management, vendor contracts, and budget oversight
- Strong working knowledge of Pennsylvania workplace safety regulations and OSHA standards
- Proficiency in Microsoft Office Suite and enterprise resource planning or operations software
- Excellent written and verbal communication skills with cross-departmental coordination experience
Office Operations Manager Jobs in Pennsylvania: Frequently Asked Questions
How do you become a office operations manager in Pennsylvania?
Most Pennsylvania employers require a bachelor's degree in business administration, operations management, or a related field, combined with progressive experience in administrative or office coordination roles. Pennsylvania does not issue a state license specific to this role, but candidates who hold certifications such as a Certified Manager credential from the Institute of Certified Professional Managers stand out. Many professionals move into the role by advancing from executive assistant, office coordinator, or facilities administrator positions within large Pennsylvania organizations.
Which companies hire office operations managers in Pennsylvania?
Pennsylvania office operations manager roles are posted by Power Home Remodeling, Carnegie Mellon University, and INTO PREP and others right now, based on current listings on Migrate Mate as of September 2026. Pennsylvania's concentration of large hospital systems, financial institutions, and state government agencies means demand is spread across both the private and public sectors throughout the commonwealth.
Which Pennsylvania cities have the most office operations manager jobs?
Pittsburgh, Bethlehem, and Erie have the most office operations manager openings in Pennsylvania right now. Philadelphia leads because of its dense cluster of corporate headquarters, healthcare networks, and professional services firms, while Pittsburgh's strong base in healthcare, technology, and financial services drives consistent hiring there, and Harrisburg's role as the state capital generates steady demand within government agencies and affiliated organizations.
Are there remote office operations manager jobs in Pennsylvania?
Yes, but they're rare. About 18% of office operations manager openings tied to Pennsylvania are remote or hybrid as of September 2026, which reflects how hands-on the role tends to be in practice. The tasks most likely to shift to remote or hybrid arrangements are administrative oversight, vendor communication, and budget reporting, while facilities coordination and in-person team management remain firmly on-site.
How can I get hired as a office operations manager in Pennsylvania with little or no experience?
The most realistic entry path is starting as an office coordinator, administrative assistant, or operations associate at a large Pennsylvania employer such as a major health system, university, or state agency, then building toward a manager title through demonstrated ownership of processes. UPMC, Temple University, and the Commonwealth of Pennsylvania all run structured administrative career ladders that allow coordinators to move into operations management. Earning a project management or business operations certificate from a Pennsylvania community college or accredited online program strengthens your candidacy considerably.
Where can I find and apply to office operations manager jobs in Pennsylvania?
You can find and apply to office operations manager jobs in Pennsylvania on Migrate Mate, which lists current Pennsylvania openings updated regularly. Search the available roles, identify the ones that match your experience and preferred location, and apply directly to the ones that fit your background.
See All 21 Office Operations Manager Jobs in Pennsylvania
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