Office Manager

    • Job Tracking ID: KDRSS-333675
    • Job Location: White Sands, NM
    • Job Level: Mid Career
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: 04/14/2022
    • Years of Experience: 3+
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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

 

#LI-AC1

Experience and Skills

KNOWLEDGE, SKILLS & ABILITIES:

 Required:

  • All skills required by a receptionist.
  • Ability to answer a multi line phone.
  • Must be able to multi task.
  • Knowledge of Microsoft (MS) office.
  • Great customer service skills required. Must be able to deal with vendors and staff in a professional manner.
  • Must be able to handle confidential information.
  • May require up to 25% travel to support technical meetings, design reviews, other reviews & meetings and launch operations.

 

EDUCATION AND EXPERIENCE:

Required:

  • High School Diploma / or GED required.
  • Minimum three (3) to five (5) years of related experience.

Preferred:

  • Bachelor’s degree and five (5) years of relevant experience

 

WORK ENVIRONMENT

The employee will likely be placed in an office.  The work environment characteristics are representative of those of an employee encounters while performing essential functions of the job in a typical office/workstation situation.  Able to work sitting or standing at desk and operate a computer via standard input devices such as using a keyboard and reading information on a monitor.

As a federal contractor, and consistent with Executive Order 14042, we will require all newly hired employees in the United States to be fully vaccinated by January 18th 2022 or by your start date if it is after January 18th 2022, subject to approved medical, religious or other accommodation

Job Benefits

  • Medical
  • Dental
  • Vision
  • Tax Savings Accounts (HSA / FSA)
  • Life Insurance
  • Short Term Disability
  • Long Term Disability
  • Employee Assistance Program
  • 401k
  • Employee Stock Purchase Plan
  • PTO
  • Education Assistance Program
  • Paid Holidays
Kratos Defense is an Equal Opportunity Affirmative Action Employer. EOE, Minorities, Females, Vet, Disabled, Sexual Orientation, Gender Identity or any other protected class.
All qualified job seekers are encouraged to apply. Kratos Defense is committed to America's veterans by providing opportunities for them to continue contributing after service to our nation. We also work to provide reasonable accommodations to individuals with disabilities.
EEO Is The Law

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If you require an accommodation to navigate or apply to our careers site, please send your request to HRAccessibility@kratosdefense.com or call 858-964-2916. Any inquires not related to requesting an accommodation will be discarded.

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