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Job Title: Office Manager

Job Description

We are seeking a detail-oriented and proactive Office Manager to provide high-level administrative support and assistance to our executive team. This role is essential to maintaining a professional and welcoming office environment, ensuring efficient operations and communications across all departments.

Responsibilities

+ Answer and direct phone calls, accurately and timely relay messages while maintaining confidentiality and discretion. Ensure phone coverage by forwarding calls to a mobile device when away from the office for lunch or off-site events.

+ Provide high-level administrative support and assistance to executives.

+ Monitor and adhere to office budgets and expenses for the HQ facility.

+ Greet visitors, issue visitor badges, and coordinate security protocols, including bag checks, with the security officer.

+ Serve as the primary point of contact for clients, guests, and employees, ensuring a welcoming and professional office environment.

+ Maintain HQ Standard Operating Procedures (SOPs) and manage conference room scheduling.

+ Assemble and maintain onboarding swag bags for new hires; track and manage inventory of swag items.

+ Coordinate and set up conference rooms for meetings, including Microsoft Teams calls, and lunch orders.

+ Maintain HQ calendars.

+ Manage all aspects of facility maintenance, including coordinating repairs, inspections, and renovations.

+ Coordinate interdepartmental communications, HQ team meetings, and projects.

+ Draft and distribute company-wide emails regarding holidays and upcoming events.

+ Order and track office supplies and consumables, ensuring cost-effective purchasing and contract renewals.

+ Collect and distribute incoming mail, manage outgoing mail, and oversee postage machine operations.

+ Track the hybrid program scheduling and staffing schedule.

+ Maintain a clean and professional office environment, including managing seasonal decorations.

+ Update and manage employee business cards and internal phone extension lists.

+ Ensure all facility signage and Department of Labor compliance by keeping Virginia and North Carolina labor law posters up to date and displayed in all office locations.

+ Perform work-related errands as needed (e.g., FedEx, UPS, grocery store, etc.).

+ Assist in planning, coordinating, and executing company functions and events, both on-site and off-site, in collaboration with senior leadership.

+ Provide administrative support to Finance, HR, and IT as needed.

+ Perform additional duties as assigned.

Essential Skills

+ Bachelor’s degree in business administration or a related field.

+ 5 years of experience in an office manager or similar role.

+ Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.

+ Excellent verbal and written communication skills.

+ Strong interpersonal and customer service skills.

+ Exceptional organizational skills and attention to detail.

+ Basic knowledge of clerical procedures, including recordkeeping and filing.

+ Ability to work independently and manage multiple tasks efficiently.

+ Ability to lift up to 25 lbs unassisted.

Additional Skills & Qualifications

+ Strong ability to collaborate effectively in a fast-paced, growing company.

+ Possess exemplary abilities to work well with others.

Work Environment

The position is fully onsite, Monday to Friday, from 8:30am to 5pm, supporting about 10 people in the office. The work environment is characterized by a great company culture with a family feel, making it a fulfilling place that employees consider their home away from home.

Pay and Benefits

The pay range for this position is $33.00 - $36.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Virginia Beach,VA.

Application Deadline

This position is anticipated to close on Jul 31, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.