Office Manager

Job Description

Job Description

Salary: $25~$30/Hour

Job Title: Office Manager
Department: Management
Reports To: Head of Corporate Services
Location: Vienna, Virginia
FLSA Status: Non-Exempt
Employment Type: Full-time
Experience Level: Mid-level (35 years)

Position Summary

The Office Manager manages daily office operations and provides essential administrative and accounting support to ensure organizational effectiveness. The Office Manager also supports executives and teams with scheduling, travel logistics, and expense administration.

Duties/Responsibilities

• Oversee daily office operations to maintain a clean, organized, and efficient workplace.
• Manage office supply, snack, and beverage inventory, including purchasing and vendor cost management.
• Serve as the first point of contact for visitors, deliveries, and office inquiries.
• Perform front-desk and receptionist duties, including greeting visitors, handling deliveries, answering phone calls, and directing inquiries appropriately.
• Coordinate office equipment maintenance and manage vendor repair requests.
• Oversee access cards, parking passes, lease administration, and office maintenance coordination.
• Negotiate and manage service contracts (cleaning, maintenance, IT support, etc.).
• Support executives with calendar coordination, meeting scheduling, and domestic/international travel arrangements.
• Prepare and maintain all travel-related documentation, including itineraries, confirmation details, and required forms.
• Prepare, maintain, and organize all travel-related documentation, including itineraries, confirmations, approval forms, and vendor communications.
• Manage employee travel expenses, including receipt collection, cost categorization, corporate card reconciliation, and post-travel reimbursement processing.
• Maintain organized records of vendor invoices, purchasing activities, office-related expenses, travel documentation, and accounting files.
• Support onboarding logistics and provide basic payroll assistance.
• Support document management including digital filing, shared-drive organization, and ongoing maintenance of administrative documentation.

Basic Qualifications

• 25 years of experience in office administration or administrative support, with strong organizational and communication skills.
• Proficiency in MS Office/Google Workspace and ability to handle scheduling, travel coordination, and basic accounting tasks such as invoice processing and expense documentation.

Preferred Qualifications

• Experience with AP/AR support and accounting tools such as QuickBooks or NetSuite.
• Prior experience in vendor management, office operations, or fast-paced small business/startup environments.