Job Abstract

The Office Manager is responsible for a multitude of tasks that require organizing and coordinating administration duties and office procedures. This role will provide strong, reliable support for operations by creating and implementing procedures and communicating effectively with personnel and should excel in organizational skills and to keep the company succeeding. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as short notice adjustments, help to create and maintain general administration, and special projects requiring quantitative and analytical skills, and the ability to be a self-starter. The majority of work is performed in compliance with Alutiiq Corporate and Department of State (DoS) operating policies and procedures. Under general supervision, incumbents are responsible for assisting management in either the day-to-day operations. Below is a brief description (not limited to) of the roles and responsibilities:

Role and Responsibilities

· Responsible for assisting with all functions from cradle to grave of the onboarding and our. processing of personnel through Alutiiq corporate, DoS (OBO) and IMAP leadership.

· Establish and maintain personnel files for all IMAP employees (i.e. Employee certifications, etc.)

· Schedule and monitor all DoS and Corporate Training on a recurring basis for all IMAP personnel.

· Maintain update, distribute recurring reports, schedules, and memos (i.e. contact roaster)

· Serves as main point of contact to assist IMAP PMO staff in monitoring access control status and office problem resolutions (i.e. email lockouts, building access, etc.).

· Establish and maintain contractual documentation, presentations, organizational charts, and reporting on a weekly, bi-weekly and monthly basis.

· Draft and distribute meeting minutes on an as needed basis.

· Organize and maintain all office shared drives, mailboxes, and software systems.

· Help with developing and implementing administrative systems and/or processes.

· Coordinates appointments and schedules and manages staff and contract calendars.

· Manages and monitors filing systems and office supplies, maintains IT infrastructure, and keeps inventory of orders.

· Plans all in-house or off-site activities for IMAP as needed.

· Keeps management informed by reviewing and analyzing special reports, projects, summarizing information and identifying trends.

· Ensure timely and accurate customer service and communication.

· Other duties as assigned to support management and the IMAP contract.

Deliverables (Not limited to):

1. Contact Roster

2. Weekly Updates

3. Meeting Minutes

4. Building Supplies

5. Status Reports for Onboarding/Out Processing

6. Personnel Files

· High School Diploma;

· 2 to 4 years of corporate level experience as an administrative assistant or office manager (or equivalent role);

· Must have a good understanding and ability to use Microsoft Office Suites (i.e Excel, Teams);

· Strong written and verbal communication skills to produce reports, assign tasks, accept instructions, among other tasks with minimal supervision;

· Strong organizational skills, prioritization skills, and the ability to multitask to complete a wide variety of tasks;

· Flexibility to adapt to new tasks, manage challenges, and company changes as they arise; 

· Strong interpersonal skills to interact with all company employees and leadership;

· Strong attention to detail; · Ability to obtain and maintain a Secret Clearance, at minimum.

Preferred Skills

· Excellent oral and written communication skills.

· Some experience working with a government contractor, government (civilian or military) security, and/or with a level of interaction with various government agencies.

· An individual who thrives in a person-to-person environment and has a personable disposition.