Job Requirements
Honolulu, HI
Secret Polygraph Unspecified
Career Level not specified
Salary not specified
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Job Description
Job Description:
The Office Support Lead is responsible for overseeing the day-to-day administrative operations of the office, ensuring a smooth, efficient, and professional environment. This role will support the SSN Sustainment team through managing office resources, facilities management, coordinating administrative staff, and supporting organizational processes to maintain productivity and compliance. The Office Manager will be required to liaise with internal and external stakeholders including senior management and customer representatives, and requires a collaborative individual who enjoys challenging work in a fast-paced environment with high attention to detail.
The Office Support Lead operates in a dynamic environment requiring multitasking, problem-solving, and coordination across multiple departments. The role involves managing resources, maintaining compliance with policies, and supporting staff to achieve organizational goals. The Office Support Lead reports to the Head of Country and is required to oversee the administrative operations in a professional and timely manner. This position will also provide ongoing support with the establishment and ongoing operations of the ASC US Entity.
Required Skills and Experiences:
• Proven experience in office management or administrative leadership
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite and office systems
• Excellent communication and interpersonal skills
• Proven experience in vendor management
• Proven experience adhering to budgets
• Attention to detail
• Ability to manage competing priorities
• Professionalism and discretion
• Customer service and strong communication
• Ability to lead a small team
MAJOR AREAS OF ACCOUNTABILITY
% WEIGHTING
WHAT NEEDS TO BE DELIVERED
WHAT DOES SUCCESS LOOK LIKE AND HOW SUCCESS IS MEASURED
Office Operations Management
40%
Manages timesheet queries and overtime booking compliance
Managing Office Administrators to ensure smooth day-to-day running of the office
Manage office layout, desks, and meeting rooms, ensuring the office is being used effectively
Ensure health and safety requirements are being followed in the office
Manage mail and deliveries to and from the office
Oversee the creation and maintenance of digital and physical filing systems
Office runs smoothly with minimal disruptions; compliance with policies
Timesheets submitted accurately on time and clear guidance is given when issues arise
Employee and visitor feedback reflects a positive office environment
Desk bookings and meeting rooms are used efficiently with minimal clashes and the office layout supports a productive working environment
Regular checks of first aid and emergency equipment are completed
Mail is processed accurately and delivered without delays
Documents are stored securely in compliance with privacy, legal, and company requirements
Staff Coordination and Support
30%
Coordinates employee engagement activities- Comms, Town Halls, events, meetings, other activities as required
Manages bookings of travel, medicals, scheduling of ASC related activities
Provides day-to-day support to the Pearl Harbour team, SSN Sustainment program, and all facility related office matters
Support new employee onboarding such as desk setup
Positive feedback from staff; timely resolution of issues
Engagement activities are delivered on-time with strong attendance
Travel bookings, medical appointments, and ASC schedule requirements are coordinated accurately and in advance
Information flows effectively between teams, ensuring everyone has what they need to deliver program outcomes
Desk setups are completed ahead of start dates, with clear coordination between IT, Security, and People & Culture
Resource and Vendor Management
20%
Manages the ordering of goods, materials, supplies etc- tooling, PPE for existing staff and forward planning for new staff
Negotiate contracts with vendors and providers to ensure adherence to budgets
Manage relationships with vendors e.g. cleaners, catering, stationery
Track invoices and review invoices for accuracy prior to approval
Process invoices, purchase orders, and expense reimbursements
Cost-effective procurement; accurate record-keeping
Goods, materials, tooling, and PPE are consistently available when needed, with no delays to operations
Supplier agreements align with organisational policies, risk standards, and budget parameters
Vendor relationships are professional, collaborative, and produce consistent service quality
Errors or discrepancies are identified quickly and resolved effectively with vendors
All purchasing and reimbursement transactions are processed accurately and in line with policy
Reporting and Administration
10%
Supports branch with administrative duties
Prepare reports, correspondence and documentation as require
Provide administrative support to SSN Sustainment leadership and team
Oversee management of calendars, meeting bookings and meeting minutes
Reports delivered on time; accurate documentation
Administrative tasks are completed accurately, on time, and with minimal need for follow - up
Information provided is accurate, up to date, and tailored for the intended audience
Requests from the SSN Sustainment team are actioned promptly, with clear communication on progress or outcomes
Meetings are organised promptly with all logistics arranged
Degree Requirements:
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
ORBIS offers an excellent benefits package and a competitive salary in a professional atmosphere.
The Office Support Lead is responsible for overseeing the day-to-day administrative operations of the office, ensuring a smooth, efficient, and professional environment. This role will support the SSN Sustainment team through managing office resources, facilities management, coordinating administrative staff, and supporting organizational processes to maintain productivity and compliance. The Office Manager will be required to liaise with internal and external stakeholders including senior management and customer representatives, and requires a collaborative individual who enjoys challenging work in a fast-paced environment with high attention to detail.
The Office Support Lead operates in a dynamic environment requiring multitasking, problem-solving, and coordination across multiple departments. The role involves managing resources, maintaining compliance with policies, and supporting staff to achieve organizational goals. The Office Support Lead reports to the Head of Country and is required to oversee the administrative operations in a professional and timely manner. This position will also provide ongoing support with the establishment and ongoing operations of the ASC US Entity.
Required Skills and Experiences:
• Proven experience in office management or administrative leadership
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite and office systems
• Excellent communication and interpersonal skills
• Proven experience in vendor management
• Proven experience adhering to budgets
• Attention to detail
• Ability to manage competing priorities
• Professionalism and discretion
• Customer service and strong communication
• Ability to lead a small team
MAJOR AREAS OF ACCOUNTABILITY
% WEIGHTING
WHAT NEEDS TO BE DELIVERED
WHAT DOES SUCCESS LOOK LIKE AND HOW SUCCESS IS MEASURED
Office Operations Management
40%
Manages timesheet queries and overtime booking compliance
Managing Office Administrators to ensure smooth day-to-day running of the office
Manage office layout, desks, and meeting rooms, ensuring the office is being used effectively
Ensure health and safety requirements are being followed in the office
Manage mail and deliveries to and from the office
Oversee the creation and maintenance of digital and physical filing systems
Office runs smoothly with minimal disruptions; compliance with policies
Timesheets submitted accurately on time and clear guidance is given when issues arise
Employee and visitor feedback reflects a positive office environment
Desk bookings and meeting rooms are used efficiently with minimal clashes and the office layout supports a productive working environment
Regular checks of first aid and emergency equipment are completed
Mail is processed accurately and delivered without delays
Documents are stored securely in compliance with privacy, legal, and company requirements
Staff Coordination and Support
30%
Coordinates employee engagement activities- Comms, Town Halls, events, meetings, other activities as required
Manages bookings of travel, medicals, scheduling of ASC related activities
Provides day-to-day support to the Pearl Harbour team, SSN Sustainment program, and all facility related office matters
Support new employee onboarding such as desk setup
Positive feedback from staff; timely resolution of issues
Engagement activities are delivered on-time with strong attendance
Travel bookings, medical appointments, and ASC schedule requirements are coordinated accurately and in advance
Information flows effectively between teams, ensuring everyone has what they need to deliver program outcomes
Desk setups are completed ahead of start dates, with clear coordination between IT, Security, and People & Culture
Resource and Vendor Management
20%
Manages the ordering of goods, materials, supplies etc- tooling, PPE for existing staff and forward planning for new staff
Negotiate contracts with vendors and providers to ensure adherence to budgets
Manage relationships with vendors e.g. cleaners, catering, stationery
Track invoices and review invoices for accuracy prior to approval
Process invoices, purchase orders, and expense reimbursements
Cost-effective procurement; accurate record-keeping
Goods, materials, tooling, and PPE are consistently available when needed, with no delays to operations
Supplier agreements align with organisational policies, risk standards, and budget parameters
Vendor relationships are professional, collaborative, and produce consistent service quality
Errors or discrepancies are identified quickly and resolved effectively with vendors
All purchasing and reimbursement transactions are processed accurately and in line with policy
Reporting and Administration
10%
Supports branch with administrative duties
Prepare reports, correspondence and documentation as require
Provide administrative support to SSN Sustainment leadership and team
Oversee management of calendars, meeting bookings and meeting minutes
Reports delivered on time; accurate documentation
Administrative tasks are completed accurately, on time, and with minimal need for follow - up
Information provided is accurate, up to date, and tailored for the intended audience
Requests from the SSN Sustainment team are actioned promptly, with clear communication on progress or outcomes
Meetings are organised promptly with all logistics arranged
Degree Requirements:
- Certificate or Diploma in Business Administration or equivalent experience
- Must be a U.S. citizen with a Secret Level Security Clearance
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
ORBIS offers an excellent benefits package and a competitive salary in a professional atmosphere.
group id: 90973602