Office Manager

Overview:

The position also provides internal support to the organization including, but not limited to administrative and office management (Tampa, FL), personnel management, expense and invoice reconciliation for the VA ETSSS project and its Program Management.

Essential Functions and Job Responsibilities:

• Demonstrate strong organizational skills, attention to detail, and adaptability.
• Assist program staff with essential administrative services required for daily operations.
• Oversee all meeting logistics and content, ensure diligent follow-up with the team. Craft and archive leadership meeting minutes, ensure timely distribution to the leadership team.
• Disseminate project communications on behalf of leadership.
• Attend various meetings and events related to contract management.
• Planning and organizing general office activities to support recurring and emergent requirements and priorities.
• Serving as the lead coordinator of on-site meeting activities, celebrations, and luncheons, and assisting in local or Corporate Event Planning (i.e. Summer Event, Holiday Party).
• Preparing logistics for break room and office supplies and maintaining those service areas.
• Coordinating with the building management company for maintenance and work orders.
• Reception, distribution and sending out of mail and other communications and receiving guests and vendors ensuring building security procedures are followed.
• Personnel Management, Expense Reporting, and Invoice Reconciliation:
• Manage in-processing and out-processing for all program personnel, including Contract Workforce updates.
• Maintain accurate records of the program roster for both PSI and sub-contractor personnel.
• Review invoices for accuracy and completeness, monitor timesheet completion/submissions and approvals, and provide Costpoint support for staff.
• Act as a dedicated coordinator for creating expense reports and obtaining authorization for Senior leadership through Costpoint.
• Collaborate with the accounting department to ensure correct expense assignment according to standards and practices.
• Maintain records of receipts.
• SharePoint Workflows & Marketing Management:
• Collaborate with different team members to develop improved processes and workflows to include SharePoint/Teams site improvements and changes (i.e. expense report tool, training tool, etc.)

Minimum Requirements:

• Two-year college degree in a related degree program.
• Strong organizational and multitasking skills.
• Ability to learn quickly and pay attention to detail.
• Must possess skills and attitude necessary to work in a collaborative environment.
• Ability to work as part of a team, or independently.
• Time management skills, computer literacy, and excellent interpersonal, verbal and written communication, organizational, and documentation skills.
• Good understanding of organizational goals/objectives and achieving organizational change.
• Adaptability to work in a climate with frequently shifting priorities and must be able to work simultaneously on multiple projects with the ability to prioritize tasks.
• Excellent customer service skills.

Desired Qualifications:

• 1-2 years experience working in invoice reconciliation.
• 2-3 years experience working as an Administrative Assistant.
• Experience with designing PowerPoint presentations and developing Excel spreadsheets with formulas and macros.
• Company Benefits:

Flexible spending account and health saving account options offer pre-tax savings for qualified medical, dental, and vision expenses. The company sponsored 401(k) retirement plan has an employer contribution match that is immediately vested. We invest in the professional growth of our employees through professional courses, certifications, and tuition reimbursement programs.

EEO Commitment:

It is company policy to promote equal employment opportunities. All personnel decisions, including, but not limited to, recruiting, hiring, training, promotion, compensation, benefits, and termination, are made without regard to race, color, religion, age, sex, sexual orientation, pregnancy, gender identity, genetic information, national origin, citizenship status, veteran status, protected veteran status, disability, or any other characteristic protected by applicable federal, state, or local law.

Reasonable accommodations for applicants and employees with disabilities will be provided. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources by emailing HRDepartment@plan-sys.com, or by dialing 703-575-8400.