CORP - Office Manager & Corporate Services
hace 3 días
Sterling
Job Description AVPORTS POSITION: Office Manager & Corporate Services REPORTS TO: Chief Operating Officer LOCATION: Corporate Headquarters, Dulles, VA SUMMARY: The Office Manager will support our corporate office operations and executive leadership by performing a variety of administrative tasks and providing support on critical operational functions that require attention to detail. This role bridges administrative, operational, and vendor-facing responsibilities and is ideal for someone who thrives on coordination, structure, and high-level support. ESSENTIAL DUTIES AND RESPONSIBILITIES: • Office Management, • Will perform overall office management duties, • Oversee office supplies, inventory, and procurement processes to support operational efficiency, • Support the planning and execution of internal office events, meetings, and initiatives, • Coordinate utility services and ensure uninterrupted operations, including invoice processing and vendor liaison, • Coordinate with IT for internet, phone systems, and workstation setups, • Ensure reliable Wi-Fi and troubleshoot minor tech issues, • Manage parking passes and access control devices, • Administer company credit cards, licenses and subscriptions, • Manage relationships with mobile and internet providers, • Serve as point of contact for FedEx, UPS, USPS and other service vendors, • Keep inventory of equipment and office furniture, • Manage printing and photocopier equipment, • Stock and maintain inventory of office and kitchen supplies, • Order business cards, uniforms, and PPE, • Support corporate team with administration matters, • Define, communicate and manage the operation and utilization of the office’s common areas, equipment and assets, such as the reception desk, meeting room, shared booth, kitchen, and related equipment and supplies, • Leadership Team Administrative Support, • Provide high-level administrative support to senior executives and staff in office as needed, including organizing events (company lunches, holiday dinners, celebrations, etc.), • Assist with scheduling, meeting coordination, calendar management, and travel arrangements, • Support editing and formatting Microsoft Office documents (incl. Word and PowerPoint) for management presentations, • Company Operations, • Serve as point of contact in the lease agreement obligations and manage the lease obligations, renewals, and other compliance documentation, • Function as the point of contact with the landlord and other external property management or service providers, • Coordinate with vendors or building management for plumbing, HVAC, lighting, and general repairs, • Oversee janitorial services and ensure regular cleaning of all areas, • Maintain all information seen, heard, read or written communication in confidential containment, • Maintain organized records of contracts, correspondence, and operational documents QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. • +5 years of administrative support experience, with at least 2 years in an office management or similar role, • Strong organizational and multitasking skills, • Experience managing vendors, contracts, and corporate services, • Proven experience managing office operations, vendor relationships, and administrative processes, • Demonstrated ability to provide executive-level support, including calendar management, meeting coordination, and preparation of reports or presentations, • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office technologies and collaboration tools (e.g., Teams, Zoom, SharePoint), • Experience managing confidential information with discretion, • Proactive problem solver with a service-oriented mindset, • Excellent written and verbal communication skills, • Discretion and professionalism in executive settings, • Experience with Accounting, Administration and/or HR is preferred, • Experience with SharePoint is preferred EDUCATION and/or EXPERIENCE • Associate’s degree in Business Administration, Office Management, or a related field required; Bachelor’s degree preferred., • Equivalent combination of education and related experience will be considered. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to conduct instructions furnished in written, oral or diagram form. Ability to solve problems that involve specific factors within established procedures or guidelines. GENERAL PHYSICAL ACTIVITIES The role requires a combination of administrative and physical tasks to ensure the smooth operation of the workplace. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: • Standing and walking: Frequently required to move throughout the office to monitor operations, assist staff, and manage facilities., • Sitting: Prolonged periods of sitting while working at a computer or desk., • Lifting and carrying: Occasionally required to lift and move office supplies, packages, or small furniture items (up to 25 lbs)., • Bending, reaching, and kneeling: Required for organizing supplies, accessing storage areas, and performing light maintenance tasks., • Climbing: May need to use step stools or ladders to reach high shelves, • Occasional exposure to noise from office equipment or building maintenance., • May encounter varying temperatures depending on building conditions or outdoor errands. WORK ENVIRONMENT Work is primarily performed in a standard office setting. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. EOE DFWP