IPIF Office Manager - MACH TB

GENERAL JOB SUMMARY:

The Office Manager provides daily operational support to the Indiana Payload Integration Facility (IPIF) and remote personnel by anticipating, organizing, and streamlining team needs. Serving as a primary point of contact, this role manages incoming calls, greets visitors, and ensures smooth daily office routines. Responsibilities include basic technology troubleshooting, maintaining office resources and supplies, managing vendor relationships, overseeing facility support needs, coordinating meeting logistics, and assisting with administrative tasks for the Program Manager and executive staff. The Office Manager plays a key role in sustaining a productive, well-organized work environment and supporting team efficiency through reliable administrative and operational oversight.

LOCATION

• Crane, IN

ESSENTIAL JOB FUNCTIONS:

PRIMARY:

• Provide daily administrative and operational support for office staff and remote employees.
• Manage routine office functions including supply tracking, basic technology troubleshooting, and coordination with facility, cleaning, and maintenance teams.
• Monitor office expenditures, ensure essential supplies and refreshments are available, and manage vendor relationships.
• Coordinate office logistics including conference room scheduling, shipping and receiving, and maintaining organized common areas.
• Plan and support team meetings, record and distribute meeting minutes, and assist with office events such as executive visits, team offsites, and celebrations.
• Serve as the primary liaison with building management, security, and external service providers.
• Provide administrative assistance to the Program Manager and executive personnel as needed.

SECONDARY:

• Maintain office calendars including PPL, Out?of?Office, and shared scheduling resources.
• Provide receptionist coverage including answering calls, routing messages, and greeting visitors.
• Assist callers and visitors by providing general company information when needed.
• Retrieve and distribute after?hours or holiday voicemail messages.
• Perform clerical duties such as copying, scanning, filing, and document organization.
• Assist with documentation updates, vendor invoice reconciliation, and tracking service contracts.

SUPERVISORY RESPONSIBILITY:

Limited supervisory responsibility

JOB SKILLS:

Required:

• All skills required of a receptionist, including professional phone handling and visitor interaction.
• Ability to manage a multi?line phone system.
• Strong multitasking and organizational skills.
• Proficiency with Microsoft Office Suite.
• Excellent customer service and interpersonal communication skills.
• Ability to work professionally with vendors, staff, and guests.
• Ability to handle confidential information with discretion.

Preferred:

• Experience supporting engineering or aerospace/defense teams.
• Familiarity with coordinating vendors and facility services.
• Proficiency with shared calendars or scheduling tools.
• Experience organizing team events or executive meetings.

EDUCATION AND EXPERIENCE:

• High school diploma or GED.
• 3-5 years of related office administration or office support experience.

Travel

• Up to 10%

WORK ENVIRONMENT

• Work is performed in a standard, smoke?free office environment with regular use of computers and office equipment.
• The role requires extended periods of sitting at a workstation, frequent interaction with staff, visitors, vendors, and building personnel, and occasional light physical activity related to organizing supplies, supporting office events, or assisting with workspace arrangements.
• Professional conduct, confidentiality, and adherence to office safety and building access procedures are essential.