Office Manager (Full-time, Temporary)

Note: This is a Full-time, Temporary role located 5 days a week in McLean, VA.

SUMMARY
The Office Manager is responsible for overseeing the effective management of all Agile Defense (AD) office locations, including legacy facilities. This includes ensuring the efficient operation of office functions such as communication management, physical security, general support, logistics, and facilities maintenance. This role involves collaborating with key stakeholders to implement and regularly review security protocols, ensuring a safe, positive, and efficient workplace culture at AD headquarters, and identifying and implementing process improvements to enhance operational efficiency and employee satisfaction. Additionally, the Office Manager serves as the primary point of contact for office-related needs and vendor management.

JOB DUTIES AND RESPONSIBILITIES

• Communications
• Answer, screen, and direct phone calls; take and relay messages.
• Maintain office phone and emergency contact lists.
• Manage email, fax, and mail communications efficiently and in a timely manner.
• Work with IT and other functional areas to maintain and update systems to adapt to Agile Defense's business needs.
• Physical Security
• Manage visitor control, including sign-in procedures, guest escorting, and visitor control system training.
• Administer and oversee access control systems in partnership with Personnel Security team.
• Monitor and enforce physical security measures, including regular document disposal checks and security reviews.
• Conduct monthly access reviews and safety inspections.
• Office & Facilities Management
• Serve as the liaison for vendors and contractors, including building contractors, equipment maintenance, and cleaning services.
• Coordinate construction, repairs, and vendor proposals, ensuring compliance with insurance and documentation requirements.
• Supervise onsite repair and maintenance work, including work conducted outside of core business hours.
• Perform regular facility inspections, including lighting, storage compliance, and leak monitoring.
• Conduct periodic deep cleaning and inventory checks (i.e. first aid kits, air filters, carpets, etc.).
• Manage office furnishings and equipment purchases, ensuring cost-effective procurement.
• Oversee office maintenance and organization, including setting up workspaces for new employees.
• Order and manage office supplies, ensuring cost efficiency and timely availability.
• Act as the primary contact for subtenants and shared office space occupants.
• Maintain and restock the office kitchen, including managing inventory of snacks, beverages, and supplies, while ensuring the space remains clean, organized, and welcoming for all employees.
• Logistical & Administrative Support
• Provide administrative and concierge support for Agile Defense HQ.
• Assist in meeting scheduling, catering arrangements, and room setup and break down.
• Manage incoming mail and packages, ensuring secure handling and appropriate forwarding according to Agile Defense protocols. Process outgoing mail and shipments. Coordinate shipping needs for other office locations and manage tracking services.
• Support HR functions, including reviewing physical files and handling employment verification requests.
• Assist in facilities-related employee onboarding and offboarding processes.
• Prepare and submit monthly expense reports as required.

SUPERVISORY DUTIES

• This is a non-supervisory position.

QUALIFICATIONS
Required Certifications

• None

Education, Background, and Years of Experience

• High school diploma or equivalent; Associate's degree or higher preferred.
• 2+ years of experience in office administration, facilities coordination, or a related field.

ADDITIONAL SKILLS & QUALIFICATIONS
Required Skills

• Must be able to occasionally lift up to 25 pounds and conduct physical walkthroughs of the facility.
• U.S. citizenship required due to security and facility access protocols.
• Must be willing and able to work flexible hours when required to support after-hours repairs or facility needs.

Preferred Skills

• Strong written and verbal communication skills, with the ability to interact professionally with internal and external stakeholders.
• Familiarity with office management systems and procedures, including inventory control and vendor coordination.
• Working knowledge of physical security protocols and access control systems.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic IT troubleshooting capabilities.
• Strong organizational and problem-solving skills. Ability to coordinate multiple tasks simultaneously while maintaining attention to detail and meeting deadlines.
• Experience in administrative support within a corporate or government environment.
• Comfort with managing logistics for events, meetings, and facility repairs.
• Familiarity with facilities inspections, workplace safety standards, and emergency preparedness procedures.
• Demonstrated ability to handle confidential information with discretion.
• Ability to work independently with minimal supervision as well as part of a team.

WORKING CONDITIONS
Environmental Conditions

• HQ onsite with 0%-10% travel possible. Possible off-hours work to support after hours repairs or facility needs. General office environment. Work is generally sedentary in nature, but may require standing and walking for up to 30% of the time. The working environment is generally favorable. Lighting and temperature are adequate, and there are not hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Strength Demands

• Medium - 50 lbs. Maximum lifting with frequent lift/carry up to 25 lbs.

Physical Requirements

• Stand or Sit; Walk; Repetitive Motion; Use Hands / Fingers to Handle or Feel; Stoop, Kneel, Crouch, or Crawl; See; Push or Pull; Climb (stairs, ladders) or Balance (ascend / descend, work atop, traverse).