Job Abstract

We're seeking a motivated and skilled Office Manager to lead to manage a government-owned, contractor-operated facility in Northern Virginia for testing Electronic Healthcare Record (EHR) applications and medical devices.  This role demands a strong commitment to excellence; attention to detail; ability to coordinate and prioritize multiple tasks; and a positive demeanor, including the ability to build relationships with teammates and  customers.

As an Office Manager, you will:

• Work with a team of driven, supportive and highly skilled professionals.
• Receive a robust benefits package that includes an Employee Stock Ownership Plan!
• Be part of an empowered accountability culture where each employee-owner has a meaningful stake in the future success and growth of the company.

A week in the life of our Office Manager:

• assess email updates and alerts to ensure that no overnight incidents have affected facility power, network, or security and immediately report to designated stakeholders and act to address the incident.  
• Meet regularly with the facility's support staff to direct work and capture the status of efforts.  
• Coordinate with program management to identify and prioritize tasks for the maintenance and repair of IT equipment, electrical systems, HVAC, and other critical infrastructure. 
• Be prepared for any outages or security incidents to ensure that the facility remains fully operational and that proper safety and security is maintained.  
• Responsible for providing access to and tracking work at a cage at the nearby Data Center, which is commercially-owned and controlled; you will need to interact regularly with the Data Center company, manage visits to the cage via the Data Center ticketing system, and other related tasks.
• Proactively engage with vendors and subcontractors to coordinate the maintenance, repair, and modification of systems such as VOIP communications, electrical, and HVAC. 
• Support the development of Purchase Orders (POs) for cleaning services, HVAC, and other operations and maintenance activities while cross-checking invoices against awarded POs to provide payment recommendations to management. 
• Maintain ongoing coordination with the facility landlord and our vendors, and resolve operational issues promptly to maintain seamless IT support services and network connectivity. 
• Ensure that visitor reservation requests are in line with the Government's testing schedule and other constraints, and that you respond to visitor and Government customer queries promptly.  
• Ensure that you and your staff provide appropriate support to the program's Asset Manager when your help is needed.
• Lead the development, updating, and enforcement of facility-related procedures and guides.  You will be provided with professional writing assistance.
• Responsible for following the approved process to procure items needed for the facility, including office supplies and other environment-related items. This includes holding and maintaining a corporate credit card.  

In the ancillary role of site Safety Manager: 

• Develop and enforce Project Plans, Standard Operating Procedures (SOPs), and Methods of Procedure (MOPs) needed to maintain operational standards and safety compliance. 
• Manage the facility's knowledge base to ensure all essential documents are accessible and up to date. Oversee the small onsite facility support staff and ensure their professionalism and technical readiness are pivotal responsibilities, alongside coordinating with other program teams to facilitate support activities. 
• Ensure inventory control oversight to ensure maximum uptime of all equipment, with the Asset Manager reporting inventories consistent with DPAS requirements to Property Book managers. 

• U.S. Citizenship and ability to obtain a Secret clearance.
• Onsite presence M-F at facility in Chantilly, VA.  Occasional holiday or weekends may be necessary.
• Minimum 8 years of experience in project or task management
• 2 or more years of supervisory experience; team of 3-8 people is acceptable.
• Facility Management Experience
• Ensure that the facility remains operational and supportive of customer requirements.
• Ability to: 
  • effectively earn the trust and confidence of a small staff to be their leader.
  • oversee and support program's Asset Manager and their activities.
  • interface and support the facility's Information System Security Officer (ISSO).
  • make minor repairs without requiring vendor service calls - e.g. cabinet door adjustment, hang small items, etc.
  • lead the coordination of major repairs, e.g. HVAC -- conveying detailed instructions or creating  a Statement of Work; overseeing the completion; and signing off on the work and reporting status updates regularly.
  • prioritize and manage tasks in order to accomplish goals on a given timeline. 
  • identify, create, and apply new Standard Operating Procedures, Guidelines, how-tos, etc.
  • learn how to read site blueprints/plans in order to communicate effectively with program management, customers, and vendors.
  • keep the Material Data Safety Sheet book updated with any new agents entering the facility. 
  • interpret, communicate, and apply operational and security procedures; ability to propose improvements to same.
  • excellent communications skills, including interacting and following up with DoD customers, facility users, and facility support vendors and contractors.

Preferred Qualifications:

• Knowledge of Asset and Software Lifecycle Management
• Knowledge of Procurement and Budgeting processes
• Experience with Jira and/or Confluence software suites
• Ability to read site blueprints/plans
• Knowledge of Defense Health Agency (DHA) medical devices and a basic understanding of their IT structure
• Experience with security system software such as Lenel OnGuard
• Security+ certification
• Project Management Professional (PMP) certification

Founded in 1975, AMERICAN SYSTEMS is one of the largest employee-owned companies in the United States. We are a government services contractor focused on delivering Strategic Solutions to complex national priority programs with 100+ locations worldwide. Through our focus on quality, strong cultural beliefs, and innovation we deliver excellence every day.
Company Awards:

• Forbes National Best Midsize Companies
• Energage National Best Workplaces, National
• Washington Post Best Workplaces

Veteran Hiring Awards

• U.S. Department of Labor Hire Vets Medallion
• BEST FOR VETS by Military Times
• TOP 10 MILITARY FRIENDLY COMPANY by MilitaryFriendly.com

AMERICAN SYSTEMS is committed to pay transparency for our applicants and employee-owners.  The salary range for this position is $110,000 - 120,000. Actual compensation will be determined based on several factors permitted by law.  AMERICAN SYSTEMS provides for the welfare of its employees and their dependents through a comprehensive benefits program by offering healthcare benefits, paid leave, retirement plans (including ESOP and 401k), insurance programs, and education and training assistance.