Office Manager

Overview

Our company is looking to hire an Office Manager to be responsible for the general operation of our office. Duties will involve greeting visitors, answering incoming phone calls, purchasing office supplies and taking proper inventory, and supervising our office staff to ensure maximum productivity. You will also be required to create presentations and produce management-level reports.

The Office Manager will work within a multi-disciplinary team located all across the US. The Office Manager will provide support to the corporate office as well as working hand-in-hand with personnel as needed.

As part of a geographically separated team, provide administrative, purchasing and accounting clerk support including scheduling responsibilities. Provide program support including presentations, briefings and analysis; training facilitation and electronic records management. Prepare various types of publications/documents by integrating original writing with inputs from technical as well as non-technical professionals.

• Scheduling corporate events
  • Booking flights
  • Booking hotels
• Reconciling credit cards monthly:
  • Entering transactions
  • Attaching receipts
• Invoice payment monitoring:
  • Maintaining invoice tracker spreadsheet
  • Coordinate invoice tracker and update
  • Coordinate with all government invoice POCs for status and resolution
  • Calling customers for status of invoices
• Purchasing/purchase requests
  • Computers and equipment for employees
    • Maintaining equipment tracker and asset receipt forms
    • Purchasing additional software as needed for employee's computers
  • Uniforms for employees
    • Keeping uniform drawers stocked at least quarterly with sufficient sizes
    • Coordinating with employees for uniform orders
  • Office supplies
    • Keep all corporate employees stocked with required supplies.
  • Shipping packages to employees and customers
  • Ordering business cards, awards, materials for customers, etc.
  • Leading corporate meetings as well as company-wide meetings via Microsoft Teams
    • Includes creating PowerPoint presentations from templates.
  • Video Conferencing including screen sharing and troubleshooting
    • Zoom
    • Microsoft Teams
  • Coordinate all marketing efforts and updates to website with marketing team.
  • Manage LinkedIn and Facebook footprints
  • Proofing/editing documents
  • Booking and tracking all travel for corporate employees as well as travel required for contract employees
  • Ability to assist in pricing discussions as needed
  • Training coordination and training support administration
  • Proctoring Zoom sessions
    • Facilitating discussion groups
    • Organizing activities
  • Backup the HR department as needed
  • Keep company's certifications up to date
  • Keep all business insurances up to date

Minimum Qualifications/Experience:

• At least four (4) years of experience in records information management or program analyst/program support/program administrative support, supporting complex programs.
• Expertise in Microsoft suite of products (PPT, Word, Excel, Project)
• Must be able to multitask and juggle competing priorities.
• Ability to work independently and coordinate work of others.
• Excellent verbal and written communication skills.

Office Manager Responsibilities:

• Overseeing the work of all office employees to ensure they work productively and meet deadlines and company standards
• Answering telephone calls and emails from customers and clients and directing them to relevant staff
• Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required
• Interviewing and training new office employees and organizing their employment paperwork
• Organizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working order
• Reporting office progress to senior management and working with them to improve office operations and procedures

Office Manager Skills and Experience:

• Experience presenting to an executive level audience
• Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook)
• QuickBooks Online
• Zoom
• Microsoft Teams
• Basic Accounting (accounts payable, accounts receivable, invoicing, etc)
• Organizational and planning skills
• Ability to work alone as well as with a team
• Aggregate, analyze and present data
• Energetic Personality
• Initiative and Flexibility
• Customer service and communication skills
• Sense of ownership
• Sense of urgency
• Sense of pride in work product
• High degree of personal motivation for success
• Positive attitude demonstrating an ultimate desire to fulfill organizational objectives by complete customer satisfaction.

Requirements:

• Highschool Diploma 4 years' experience minimum program administrative support
• Minimum of 4 years in an accounting, AP/AR or purchasing role for a company
• MS Word, Excel, PowerPoint & Outlook.
• Excellent written and oral communication skills.
• Must have exceptional attention to detail
• Strong organizational and time management skills, and ability to prioritize
• Ability to occasionally travel to Wichita Falls, TX

Desired:

• Experience working in government lead multi-agency teams
• Experience in DoD service contracts
• Professional Certification
• College Experience

About Joint Strategic Technologies (JST)

No objective is beyond reach! Joint Strategic Technologies (JST) enables successful mission outcomes from the back office to the battlefield. Our team includes leading experts from military, government and the private sector, all working together to help federal customers make a difference. Our goal is to Elevate the Impact that our employees have on our customers and treat every employee as a valued member of our team. JST empowers employees to make decisions and take-action, thus improving overall organizational growth and employee development.

Culture isn't something you talk about. It's something you do. JST is committed to creating a positive environment 'that reaches beyond work and careers' to support every employee's professional and personal objectives. JST values the well-being of every employee and encourages healthy lifestyles, family activities and community involvement.

JST is a proud equal opportunity employer. All qualified applicants will be considered for employment without attention to age, race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. JST will not tolerate discrimination or harassment.