Job Description
The Office Manager provides daily support to the assigned Kratos Defense & Rocket Support Services (KDRSS) office and remote employees by anticipating and automating team needs. Serves as the first point of contact to answer, screen and transfer incoming calls and voicemails, and greet visitors as needed. Oversees daily office routines including acting as first-level technology trouble shooter for the team. Takes ownership of general office administration, making sure operations are smooth and essential resources and supplies are available for a productive working environment. This includes monitoring general office expenditures and value for money, procuring team refreshments, snacks, office supplies, and liaison with cleaning crews and other external support teams needed. Maintaining conference rooms, handling shipping and deliveries, keeping supply room in good order and ensuring equipment is serviced and maintained in good working order, kitchen is kept clean, etc. (in office duties will be handled by someone else). Managing contact with suppliers and ensure essential materials are available; monitor service contracts and costs, handle invoice reconciliation and address unsatisfactory vendor services. Plans, schedules and helps facilitate recurring team meetings, take and distribute notes/minutes of meetings. Coordinates events such as executive meetings and team offsites, office lunches, holiday celebrations and other team events. Assists with space planning, office moves, and other related activities as needed, act as primary liaison with the building management, security and maintenance teams. Provides administrative assistant to the Program Manager.
ESSENTIAL JOB FUNCTIONS:
- Manages administrative activities of the organization to ensure that administrative staff, equipment, supplies, and other resources are used effectively and economically.
- Recommends, interprets, manages, and/or implements the organization’s administrative services policies and procedures to ensure they are understood and applied successfully.
- Plans, directs, supervises, and evaluates office records management, maintenance, or data entry work flow to ensure that the data is maintained according to established standards.
- Recommends and implements improvements to administrative processes.
- Manages administrative activities related to custodial and building maintenance, and hires and monitors outsourced service providers to provide administrative support.
- Acts as office manager with oversight of records management.
- May perform building maintenance activities or other custodial services.
- Performs data entry and other normal office functions such as setting up and maintaining files, interviewing callers and making proper referrals, arranging meetings and conferences and receiving, referring or answering mail.
- May provide executive assistant services as a direct assistant to the Program Manager.
- This includes working independently on special assignments, managing the Program Manager’s schedule, processing and handling of confidential documents and other administrative duties.
- Collects and reviews timesheets, travel expense reports and leave requests for personnel reporting up through the Program Manager.
- Reviews drafts and finished documents for appropriate grammatical usage and answers questions relating to office operations and established policies and procedures.
- Gathers, compiles and reports on information relevant to the Program Manager assignment.
- Attend and records/publishes minutes of staff meetings.
- Provide administrative support to the Program Management leadership team and other personnel reporting to the Program Manager.
- Perform other tasks as assigned.
As Receptionist:
- Answer the telephone and directs the caller to the appropriate associate.
- Transfer a caller to an associate’s voice mailbox if the associate is unavailable.
- Greet visitors, sign them into the visitor’s log, provide the appropriate visitor’s badge (including security badge if appropriate).
- Takes messages for associates.
- Retrieve messages from the after-hours/holiday voice mailbox and delivers them to the appropriate associate.
- Provide callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.
- Maintain Leave Requests and Out of Office calendars in Outlook.
- Schedule conference rooms.
- Assist with other related clerical duties such as photocopying, faxing, filing and collating.
SUPERVISORY RESPONSIBILITY:
- This may be a supervisory role
This position is contingent upon contract award which is expected early 2022.
Questions and correspondence related to this opportunity should be directed to: kdrssrecruiting@kratosdefense.com
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