Office Manager Sr - Ahtna Global

Summary

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 $ 74,802-$91,633/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

• High school diploma or equivalent required.
• Valid Driver's License and clean driving record.
• Eight (8) years of office/facilities management experience, including expertise in office management methods.
• Proficiency in PC operations and software (Office 365 and related software).
• Strong time management and task prioritization skills are essential to ensure that administrative support is timely and short turnaround times are met for multiple projects.

Preferred Qualifications

• Associate or bachelor's degree in business administration or other relevant field.
• Knowledge of basic construction, environmental, and service contracting and related criteria.
• Experience and knowledge of government contracting requirements, processes, and procedures.
• Experience and knowledge of Alaska Native cultures.

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

• Self-motivated - Ability to perform a task to the best of one's ability using his or her own drive or initiative.
• Oral Communication - Ability to communicate effectively with others verbally.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Goal Oriented - Ability to focus on a goal and obtain a pre-determined result.
• Accuracy - Ability to perform work accurately and thoroughly.

Physical Demands (including, but not limited to)

• Frequent sitting for prolonged periods of time, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs if elevator is not available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.
• Work is performed in an office setting with the ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination, and visual acuity to use a keyboard, video display terminal, and other office equipment.

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

High School Diploma/GED (required)

8 years: *High school diploma or equivalent required.
*Valid Driver's License and clean driving record.
*Eight (8) years of office/facilities management experience, including expertise in office management methods.
*Proficiency in PC operations and software (Office 365 and related software).
*Strong time management and task prioritization skills are essential to ensure that administrative support is timely and short turnaround times are met for multiple projects.
(required)

Driver's License (required)

Skills