Office Manager

Job Description

Job Description

Mavenspire is an Annapolis, Maryland-based IT advisory and engineering firm. Founded in 1999, we deliver SMARTaaS — Smart People as-a-Service — combining strategy, engineering, and managed services to solve complex technology problems for governments, manufacturers, legal services firms, and commercial clients. We don’t just advise; we get in the trenches and get things done.

This role is the operational backbone of the company. As Office Manager you will own the financial workflows, vendor relationships, compliance obligations, and day-to-day administrative functions that keep the business running. You will work directly with leadership and interact regularly with customers, distributors, and government procurement portals on behalf of the company.

This is a high-trust, high-autonomy role that suits someone who is organized, proactive, and comfortable owning multiple workstreams simultaneously without close supervision.

What you’ll do

Financial operations

• Own accounts receivable and accounts payable end-to-end in Zoho Books, including invoicing customers, tracking payments, and following up on overdue balances.

• Reconcile vendor statements and process payments to distributors and manufacturers

• Coordinate with HR management platform on payroll processing, benefits administration, and employee onboarding/offboarding.

• Maintain a 13-week cash flow plan

• Work with the company’s CPA on quarterly and annual tax filings.

Contracts, Compliance, and government registrations

• Manage the company’s SAM.gov registration and renew it annually to maintain federal contracting eligibility.

• Submit monthly reseller compliance reports for multiple contracts, distributors, and partners.

• Maintain the company’s presence on eMMA (Maryland’s electronic marketplace) and procurement portals.

• Monitor and respond to state and federal compliance communications in a timely manner.

• Ensure paperwork and process is done per contract terms.

Customer and vendor operations

• Generate and track customer quotes and purchase orders through Zoho Books and distributor portals.

• Process customer purchase orders and coordinate fulfillment with distributors.

• Manage the company billing inbox and respond to customer and vendor inquiries.

• Support government bid responses and manage procurement portal submissions.

• Ensure maintenance renewals for customer equipment is quoted and distributed each year.

Annual and recurring administration

• Coordinate annual benefit renewals

• Manage physical mail, check deposits, and banking as needed.

• Maintain vendor contacts, account credentials, and operational documentation.

Required

• 3+ years of experience in an office manager, operations coordinator, or similar administrative/financial role.

• Hands-on experience with accounting or ERP software (Zoho Books, QuickBooks, or equivalent).

• Demonstrated ability to own recurring compliance or regulatory obligations with hard deadlines.

• Comfort working independently in a remote environment with minimal supervision.

• Strong written communication skills — you will represent the company externally with vendors, customers, and government agencies.

• High attention to detail, especially in financial data and compliance documentation.

Preferred

• Prior experience with government contracting, SAM.gov, or state procurement portals (eMMA or similar).

• Familiarity with IT distribution or VAR business models — understanding purchase orders, distributor pricing, and deal registration is a meaningful advantage.

• Experience with Insperity or another PEO/HR platform for payroll coordination.

• Experience in a small business (under 25 employees) where you’ve had to own a broad scope rather than a narrow lane.

401k

Medical / Dental / Vision

Paid vacation