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Office Manager - Chantilly Virginia
Company: Disability Solutions
Location: Chantilly, Virginia
Posted On: 09/20/2024
Job DescriptionJob Description:ENSCO Inc. is a diverse engineering and technology company that provides engineering, science and advanced technology solutions that guarantee mission success, safety, and security to governments and private industries worldwide. We are seeking an Office Manager for our Chantilly office for the support of our Mission System Groups contracts.Duties will include: - Customer Service Focused: Our employees are the Subject Matter Experts (SME) who work on research & development teams; the Office Manager works to resolve issues they have with facilities, equipment and resources; our customers are also the guests to the facility-Government, ENSCO, sub-contractors and other contractors.
- Collaboration: Key to managing a successful office; maintain close collaboration / coordination with Security, Program Managers and the Administrative Lead for our group in Cocoa Beach, FL.
- Communication: Keep the Program Managers informed of any situations, problems or personnel issues that the Office Manager needs assistance on; keep the Program Manager / Supervisor informed on status of assigned tasks; and provide regular feedback on office environment and morale
- Accountability: Ensure assigned tasks are thoroughly completed; personnel have needed resources n coordination / collaboration is taking place; Division-assigned tasks are thoroughly completed; and priorities are understood and followed
- Initiative: Take initiative to improve workplace environment; solicit inputs from management and employees for improvements; ensure our guests have what they needPrimary Duties & Responsibilities:
- Responsible for facility in Chantilly, Virginia
- Employee Support
- Onboarding - support completion of all onboarding/offboarding actions for additions to the team
- Meetings - catering, stock conference rooms, etc
- Management of software licenses (license renewal, maintaining list of software products)
- Promote internal communication and employee morale.
- Customer Support
- Meetings - Provide a face of the organization in the coordination, scheduling, and facilitation of meetings for ENSCO staff, government personnel, subcontractors, and other contractors. Professionalism and customer focus are a critical element of our success.
- Provide guidance for issues which includes, but not limited to, acting as the interface between program leadership and support teams such as IT, security, and facilities.
- Facility Management
- Property Management - Ensure that all ENSCO and government property is tracked and properly labeled. Provide improvements to the existing process to ensure compliance to all customer and organization requirements.
- Coordinate facility maintenance with ENSCO staff, the customer, and the property management teams.
- Track and coordinate maintenance on ENSCO owned equipment.
- Shipping and receiving - Ensure that mail is checked, process packages once they arrive and ship out ENSCO equipment as needed.
- Coordinate with special events with executive staff and senior staff.
- Ensure that office supplies and breakroom supplies are kept stocked.
- Ensure that the copy machines are up and running.
- Coordinate with housekeeping to ensure that the facilities are kept to high standards.
- Conference Rooms
- Maintain conference room schedules assisting ENSCO staff, government partners, and subcontractors.
- Ensure that the conference rooms are functioning properly and are ready for use. This includes coordinating facility shared conference rooms.
- Need to be able to trouble shoot the different systems in the conference rooms when an issue arises.
- Purchasing
- Produce purchase requisitions from requests for items needed which include, but not limited to, furniture, common software, expensive supplies, and services needed.
- Complete expense reports / credit card reconciliation.
- Report to ENSCO Procurement once purchases have been completed.
- Procure services as necessary for daily operation of the facilities.Qualifications Required (Skills)
- Minimum of 3 to 5 years of office related experience
- Experience with Microsoft Office suite of tools
- Ability to research, evaluate, interpret, and apply rules, regulations, and procedures to a variety of situations and to recommend timely and economical solutions.
- Ability to communicate clearly, concisely, and with technical accuracy, both orally and in writing, as well as work in a professional manner with peers, management, contractors, academia, and other agencies.
- Strong written and verbal skills
- MUST BE ABLE TO MAINTAIN & OBTAIN DOD SECRET CLEARANCE, FOR WHICH YOU MUST BE A U.S. CITIZEN.ABILITY TO OBTAIN AND MAINTAIN A DoD SECRET CLEARANCEQualifications Desired
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