Office Manager

Job Description

Title: Office Manager

Supervisor: Director

Department: Administration

FLSA Status: Salaried Exempt

Summary/Objective

The Office Manager oversees the planning, direction, and coordination of the Company’s administrative and operational support services to facilitate the achievement of business objectives.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Maintain strong internal/external customer satisfaction levels by exhibiting competent and timely service, anticipating needs, and resolving problems.

Ensures customer satisfaction by acting as a liaison between the company and its customers.

Management and follow-through of the Directors request from all forms of communications and to ensure that they are routed and completed accordingly and in a timely manner.

Management of office administrative staff

Base pass management

Process DBIDS applications for employees, ensuring all paperwork is completed accurately and in a timely manner.

Schedule appointments and submit base access applications to Andersen Air Force Base (AAFB) and Naval Base Guam (NBG) for approval and pickup.

Ensure timely notification to supervisors and employee of scheduled base pass appointments, Pick up and follow-up as necessary.

Filter messages and provide updates on the Admin Tracker for reference purposes.

Ensure that all incoming and outgoing emails are routed to the appropriate personnel.

Ensure that all emails that are of urgent matter are routed immediately.

Ensure that the solicitation and estimating process is monitored in a timely manner

Management of Site Visits. Oversees and ensure the coordination of site visits.

Management of Pricing. Ensure the Request for Proposals (RFPs are routed to the appropriate estimators.)

Ensures the all technical write-ups are written and reviewed accordingly.

Oversees and manages scheduling. Ensures that all executives and team members involved are notified accordingly.

Ensures that all necessary documents for review are printed, prepared and provided to all involved executives and team members.

Coordinate with respective managers to resolve issues pertaining to office operations, project planning and management, communication, etc.

Ensure that approved policies, practices and procedures are understood and followed by the office team.

Analyze internal processes and recommend/implement procedural or policy changes to improve operations.

Ensure contracts, insurance requirements, safety standards, and legal regulations are followed properly.

Manage intercompany communications and group collaboration efforts.

Provide managerial oversight of administrative staff.

Maintain security of confidential information and assets including Corporate Documents and Files.

Perform other reasonably related duties as may be assigned.

Competencies

Communication proficiency

Ethical Conduct

Flexibility

Initiative

Time Management

Flexibility.

Communication Proficiency.

Collaboration Skills.

Customer/Client Focus.

Technical Capacity.Supervisory Responsibility

This position has supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time, salary exempt position. Hours of Operation are Monday through Friday, 8:30 a.m. to 5

p.m. with every other Saturday, 8:30 a.m. to 1:30 p.m.

Note: This position is classified exempt from overtime compensation and as per US Department of Labor. The standard work schedule is 40 hours per week. However, as an exempt employee, you are expected to work beyond regular hours as and when necessary to get the job done.

As per Executive Order 11246 Section 503, & VEVRAA: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.