Office Manager Sr - ABL

Office Manager Sr - ABL

The Office Manager Sr. will liaise with all departments (where necessary) and other corporate offices; coordinate guests', clients', and visitors' meetings; and respond to requests for information and assistance from the AOR Director and other team members. Coordinate office support services and facilities. Develop and employ systems to ensure that administrative needs for operations are met in a timely manner.

Provide senior administrative support services to the AOR Director and other staff, including word processing, creating and maintaining electronic and hard copy files, and assisting in preparing special materials for presentations, budgets, reports, and other records and procedures.

Provide project, office, and administrative support to the team by cost accounting of contracts. Perform clerical and administrative support services, manage the flow of paperwork and electronic correspondence, track and administer changes, and interact with subcontractors and consultants for projects.

The ideal candidate will demonstrate the ability to maintain pleasant working relationships, perform multiple tasks simultaneously, and uphold the highest level of confidentiality and professionalism.

Please Note : Successful candidate must live within daily commuting distance of Huntsville, Alabama.

The salary range for this position is $77,420-$94,840 / year.

Essential Duties and Responsibilities :

• Provide direction and prioritization standards for screening the Director's mail, e-mail, voicemail, and appointments using expert judgment and knowledge.
• Anticipate the Director's needs and proactively bring together appropriate people and other resources to support the executive in addressing issues.
• Handle confidential information that would immediately impact the company operations, performance, or value if shared beyond its intended audience.
• May represent the AOR Director on internal or external committee meetings or attend and serve as recording secretary.
• Handle a variety of administrative and special project responsibilities with a high degree of competence.
• Conduct research, develop content, and create effective presentations.
• Provide clerical and administrative support services to the Regional Director and other staff as requested.
• Coordinate tasks with management and administrative support staff and support ongoing activities in the office.
• Assist in preparing reports, budgets, and contracts.
• Maintain records, inventories, purchases, and organize office supplies and equipment.
• Maintain project files, including project setup / modifications.
• Create project invoices and submit them to clients.
• Generate Subcontract and Purchase Order documents and create them in Cost Point for Contracts Manager review, approval, and signature.
• Track Subcontract / Purchase Order documents for verification to release payments.
• Process vendor / subcontractor invoices for payment by making comparisons to purchase orders / subcontracts within procurement guidelines.
• Code purchase orders, subcontractor invoices, vendor invoices, and expenditures for input into the cost collection system.
• Facilitate staff meetings and review prepared meeting minutes for distribution.
• Assist in planning, directing, and coordinating facility operations and management services.
• Organize office operations such as workspace assignment and layout.
• Monitor facilities budget and supervise building maintenance and / or janitorial functions.
• Assist in arranging lease agreements for South Atlantic & satellite offices (e.g., building, etc.).
• Approve certified payroll reports for the company and subcontractors for submittal.
• Coordinate with IT department to provide equipment as required for new hires & offices.
• Work with Corporate SBA Compliance department to ensure subsidiary SBA compliance is met.
• Hold subsidiary corporate credit card(s) and approve monthly credit card expense reports for submittal.
• Assist in proposals, including QC, binding, copying, and shipping.
• Train new employees in the timekeeping system (i.e., Deltek).
• Perform any other duties assigned by management.

Supervision : Supervises administrative staff, including satellite office employees.

Minimum Qualifications :

Preferred Qualifications :

Shareholder Preference :

Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.

Core Competencies :

Physical Demands (including, but not limited to) :

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work Environment :

The work environment portrayed in this job description is representative of those an employee encounters while performing the essential duties and responsibilities of this job in an office setting.

Work Schedule : Monday Friday; 40 hours / week or as business needs.