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 Support Lead will be required to liaise with internal and external stakeholders, including ASC senior management and customer representative and requires a collaborative individual who enjoys challenging work in a fast-paced environment with high attention to detail.
The Office Support Lead plays a critical role in supporting the in-country leadership team and broader ASC USA workforce through the coordination of business operations, executive support, communications, employee engagement, events, governance and office administration activities. The role acts as a central point of coordination across ASC USA and ASC Australia, ensuring effective business rhythms, operational planning, information flow, compliance and workforce support. The position requires a highly organised, proactive and relationship-focused professional capable of managing multiple priorities in a dynamic and growing international environment.
The Office Support Lead operates in a dynamic and evolving environment requiring exceptional organisational skills, sound judgement, initiative and the ability to manage multiple competing priorities simultaneously. The role provides critical operational, administrative and coordination support to the ASC USA business and CLO Leadership Team, ensuring the effective delivery of business operations, workforce administration, communications, employee engagement activities, governance processes and office management functions.
The position requires extensive collaboration with internal and external stakeholders across ASC USA, ASC Australia, customers, suppliers and service providers. The Office Support Lead acts as a central point of coordination for leadership support, workforce administration, procurement activities, business communications, events and operational planning, requiring strong relationship management, discretion and communication skills.
ESSENTIAL SKILLS AND EXPERIENCE
• Proven experience in office management or administrative leadership
• Strong organisational 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
REQUIRED BEHAVIOURAL COMPETENCIES:
• 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
Leadership & Executive Support
25%
• Provide proactive administrative and operational support to the CLO Leadership Team.
• Coordinate leadership calendars, business rhythms and recurring governance forums, including weekly, monthly and quarterly meetings.
• Prepare and coordinate agendas, presentations, briefing materials, meeting minutes and action registers.
• Coordinate domestic and international travel, accommodation, visitor programs and associated logistics.
• Support the preparation of leadership reports, presentations, communications and briefing papers.
• Act as a key liaison between ASC USA and ASC Australia, facilitating effective communication, coordination and information flow.
• Monitor and follow up leadership actions, ensuring commitments are tracked and progressed within agreed timeframes.
• Maintain confidentiality and professionalism when dealing with sensitive information and stakeholder interactions.
• Leadership team receives timely, accurate and professional administrative and operational support.
• Governance meetings are well coordinated, with agendas, papers and actions delivered on schedule.
• Action items are effectively tracked and completed within agreed timeframes.
• Travel, visitor and meeting logistics are executed seamlessly with minimal disruption to business operations.
• Strong collaboration and communication are maintained between ASC USA, ASC Australia and key stakeholders.
• Leadership presentations, reports and briefing materials are accurate, professional and delivered to required deadlines.
• Stakeholder feedback reflects a high level of responsiveness, organisation and service quality.
Office Operations Management
25%
• Oversee the day-to-day administrative operations of the ASC USA office, ensuring a professional, efficient and well-organised working environment.
• Manage Office Administrators and provide guidance to ensure the smooth running of office activities and services.
• Coordinate office facilities, workspace allocation, meeting rooms and office resources to support business needs.
• Ensure workplace health, safety and security requirements are maintained, including coordination of emergency and first aid provisions.
• Manage incoming and outgoing mail, deliveries and office records, ensuring information is stored and maintained in accordance with company requirements.
• Oversee the maintenance of digital and physical filing systems to support effective record keeping and compliance.
• Administer workforce processes including timesheets, overtime and leave management activities.
• Provide support and guidance to employees and leaders regarding timesheet submissions, overtime approvals and leave administration requirements.
• Monitor compliance with workforce administration processes, escalate outstanding actions and prepare reporting as required.
• Liaise with People & Culture and Finance teams to ensure workforce records and approvals are accurate and up to date.
• Office operations are delivered efficiently with minimal disruption to business activities.
• Employees and visitors experience a professional, safe and well-organised working environment.
• Meeting rooms, office resources and workspaces are effectively managed and utilised.
• Workplace health, safety and compliance requirements are consistently maintained.
• Mail, deliveries and business records are managed accurately and securely.
• Timesheets are submitted and approved accurately and within required timeframes.
• Leave and overtime administration is completed efficiently and in accordance with organisational requirements.
• Workforce records are accurate, compliant and maintained in a timely manner.
• Leaders and employees receive responsive, professional support and guidance.
• Administrative reporting is delivered accurately and within agreed deadlines.
Communications Engagement and Team Support
20%
• Working with the PCBP (USA) support the coordination of internal communications and employee engagement initiatives that support ASC USA's culture, objectives and workforce experience.
• Assist in the development and distribution of Town Hall packs, leadership presentations and supporting communication materials.
• Collaborate with business units to gather updates, achievements, key metrics and messaging for Town Halls, leadership forums and employee communications.
• Coordinate and assist in the delivery of Town Hall events, including scheduling, logistics, venue setup, technology, invitations and presentation support.
• Support the planning and execution of employee engagement activities, recognition programs, workforce events and team building initiatives.
• Assist with the delivery of communication campaigns, employee surveys and feedback initiatives.
• Manage travel bookings, medical appointments and scheduling of ASC-related activities as required.
• Provide day-to-day administrative and operational support to the Pearl Harbor team and broader SSN Sustainment workforce.
• Coordinate onboarding activities for new employees, including workspace, equipment and local office arrangements.
• Facilitate effective communication and information flow across ASC USA and relevant Australian stakeholders.
• In consultation with the ASC IT teams in Australia, provide administrative and coordination support assisting with IT access, connectivity requirements, equipment provisioning and escalation of technical support requests.
• Internal communications are accurate, professional, timely and aligned with business objectives.
• Town Halls and workforce events are delivered successfully, with strong participation and positive stakeholder feedback.
• Leaders and business units provide information within agreed timeframes, supporting effective communication outcomes.
• Employee engagement initiatives contribute to a positive and inclusive workplace culture.
• Travel, medical and workforce-related activities are coordinated efficiently and with minimal disruption.
• New employees experience a smooth onboarding process and are operationally ready from commencement.
• Information is shared effectively across teams, enabling collaboration and supporting program delivery.
• Staff feedback reflects a high level of support, responsiveness and service quality.
• The US team are supported with timely access to systems, equipment and connectivity requirements, enabling effective participation and productivity.
Resource and Vendor Management
20%
• Manage procurement activities in accordance with ASC policies, procedures and delegated authorities.
• Coordinate the sourcing, ordering and delivery of goods, materials, equipment, tooling, PPE and other operational resources to support business activities and workforce requirements.
• Support workforce growth and onboarding activities through the timely provision of equipment, workspace requirements, access arrangements and associated resources.
• Raise and track purchase requisitions, purchase orders, invoices, expense reimbursements and procurement-related documentation.
• Monitor procurement expenditure and maintain accurate purchasing records.
• Establish and maintain effective working relationships with vendors, suppliers and service providers, including office services, catering, facilities, equipment and other contracted services.
• Liaise with ASC Australia procurement, finance and operational teams to support business requirements and ensure alignment with organisational processes.
• Maintain asset registers, inventory records and resource tracking systems.
• Identify and resolve procurement, supplier or inventory issues in a timely manner to minimise operational disruption.
• Support contract administration activities and monitor supplier performance against agreed service expectations.
• Procurement activities are completed accurately, efficiently and within required timeframes.
• Goods, tooling, equipment, PPE and operational resources are available when required, with minimal disruption to business operations.
• New employees have access to the equipment and resources required to perform their roles from commencement.
• Vendor and supplier relationships are professional, responsive and deliver consistent service quality.
• Purchase orders, invoices and reimbursements are processed accurately and in accordance with organisational requirements.
• Procurement expenditure is appropriately monitored and managed within approved budgets.
• Asset registers, inventory records and procurement documentation are accurate, current and auditable.
• Procurement, contract and supplier management activities comply with ASC policies, governance requirements and delegated authorities.
• Supplier issues, discrepancies and operational risks are identified early and resolved effectively.
• Stakeholders receive timely and effective support in relation to procurement and resource requirements.
Business Coordination & Governance Support
10%
• Support the coordination and administration of key business processes, governance activities and operational reporting requirements.
• Prepare, format and distribute reports, correspondence, presentations and business documentation to a high professional standard.
• Maintain document control practices and ensure records are accurate, current and stored in accordance with organisational requirements.
• Support the preparation and coordination of business reviews, audits, compliance activities and leadership reporting as required.
• Monitor administrative actions and business priorities, ensuring commitments are tracked and completed within agreed timeframes.
• Provide general administrative support across the ASC USA business and support ad hoc projects and initiatives as required.
• Coordinate information requests and ensure stakeholders receive accurate and timely information.
• Act as the in-country coordination point between ASC USA and ASC Australia corporate support functions supporting the development, documentation and implementation of local operating procedures and standard operating procedures (SOPs) to ensure alignment with ASC governance and business requirements.
• Contribute to the continuous improvement of administrative, office management and governance processes.
• Reports, presentations and business documentation are delivered accurately, professionally and within agreed timeframes.
• Records and documentation are maintained in accordance with organisational, legal and compliance requirements.
• Governance and reporting activities are coordinated effectively with minimal follow-up required.
• Stakeholders receive accurate, timely and professional support.
• Administrative actions and business commitments are effectively tracked and completed.
• Continuous improvements are identified and implemented to enhance business efficiency and effectiveness.
• Positive stakeholder feedback is received regarding responsiveness, quality and professionalism of support provided.
• Effective links are established and maintained between ASC USA and ASC Australian corporate support functions, with local procedures documented, implemented and aligned to organisations requirements.
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 Support Lead will be required to liaise with internal and external stakeholders, including ASC senior management and customer representative and requires a collaborative individual who enjoys challenging work in a fast-paced environment with high attention to detail.
The Office Support Lead plays a critical role in supporting the in-country leadership team and broader ASC USA workforce through the coordination of business operations, executive support, communications, employee engagement, events, governance and office administration activities. The role acts as a central point of coordination across ASC USA and ASC Australia, ensuring effective business rhythms, operational planning, information flow, compliance and workforce support. The position requires a highly organised, proactive and relationship-focused professional capable of managing multiple priorities in a dynamic and growing international environment.
The Office Support Lead operates in a dynamic and evolving environment requiring exceptional organisational skills, sound judgement, initiative and the ability to manage multiple competing priorities simultaneously. The role provides critical operational, administrative and coordination support to the ASC USA business and CLO Leadership Team, ensuring the effective delivery of business operations, workforce administration, communications, employee engagement activities, governance processes and office management functions.
The position requires extensive collaboration with internal and external stakeholders across ASC USA, ASC Australia, customers, suppliers and service providers. The Office Support Lead acts as a central point of coordination for leadership support, workforce administration, procurement activities, business communications, events and operational planning, requiring strong relationship management, discretion and communication skills.
ESSENTIAL SKILLS AND EXPERIENCE
• Proven experience in office management or administrative leadership
• Strong organisational 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
REQUIRED BEHAVIOURAL COMPETENCIES:
• 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
Leadership & Executive Support
25%
• Provide proactive administrative and operational support to the CLO Leadership Team.
• Coordinate leadership calendars, business rhythms and recurring governance forums, including weekly, monthly and quarterly meetings.
• Prepare and coordinate agendas, presentations, briefing materials, meeting minutes and action registers.
• Coordinate domestic and international travel, accommodation, visitor programs and associated logistics.
• Support the preparation of leadership reports, presentations, communications and briefing papers.
• Act as a key liaison between ASC USA and ASC Australia, facilitating effective communication, coordination and information flow.
• Monitor and follow up leadership actions, ensuring commitments are tracked and progressed within agreed timeframes.
• Maintain confidentiality and professionalism when dealing with sensitive information and stakeholder interactions.
• Leadership team receives timely, accurate and professional administrative and operational support.
• Governance meetings are well coordinated, with agendas, papers and actions delivered on schedule.
• Action items are effectively tracked and completed within agreed timeframes.
• Travel, visitor and meeting logistics are executed seamlessly with minimal disruption to business operations.
• Strong collaboration and communication are maintained between ASC USA, ASC Australia and key stakeholders.
• Leadership presentations, reports and briefing materials are accurate, professional and delivered to required deadlines.
• Stakeholder feedback reflects a high level of responsiveness, organisation and service quality.
Office Operations Management
25%
• Oversee the day-to-day administrative operations of the ASC USA office, ensuring a professional, efficient and well-organised working environment.
• Manage Office Administrators and provide guidance to ensure the smooth running of office activities and services.
• Coordinate office facilities, workspace allocation, meeting rooms and office resources to support business needs.
• Ensure workplace health, safety and security requirements are maintained, including coordination of emergency and first aid provisions.
• Manage incoming and outgoing mail, deliveries and office records, ensuring information is stored and maintained in accordance with company requirements.
• Oversee the maintenance of digital and physical filing systems to support effective record keeping and compliance.
• Administer workforce processes including timesheets, overtime and leave management activities.
• Provide support and guidance to employees and leaders regarding timesheet submissions, overtime approvals and leave administration requirements.
• Monitor compliance with workforce administration processes, escalate outstanding actions and prepare reporting as required.
• Liaise with People & Culture and Finance teams to ensure workforce records and approvals are accurate and up to date.
• Office operations are delivered efficiently with minimal disruption to business activities.
• Employees and visitors experience a professional, safe and well-organised working environment.
• Meeting rooms, office resources and workspaces are effectively managed and utilised.
• Workplace health, safety and compliance requirements are consistently maintained.
• Mail, deliveries and business records are managed accurately and securely.
• Timesheets are submitted and approved accurately and within required timeframes.
• Leave and overtime administration is completed efficiently and in accordance with organisational requirements.
• Workforce records are accurate, compliant and maintained in a timely manner.
• Leaders and employees receive responsive, professional support and guidance.
• Administrative reporting is delivered accurately and within agreed deadlines.
Communications Engagement and Team Support
20%
• Working with the PCBP (USA) support the coordination of internal communications and employee engagement initiatives that support ASC USA's culture, objectives and workforce experience.
• Assist in the development and distribution of Town Hall packs, leadership presentations and supporting communication materials.
• Collaborate with business units to gather updates, achievements, key metrics and messaging for Town Halls, leadership forums and employee communications.
• Coordinate and assist in the delivery of Town Hall events, including scheduling, logistics, venue setup, technology, invitations and presentation support.
• Support the planning and execution of employee engagement activities, recognition programs, workforce events and team building initiatives.
• Assist with the delivery of communication campaigns, employee surveys and feedback initiatives.
• Manage travel bookings, medical appointments and scheduling of ASC-related activities as required.
• Provide day-to-day administrative and operational support to the Pearl Harbor team and broader SSN Sustainment workforce.
• Coordinate onboarding activities for new employees, including workspace, equipment and local office arrangements.
• Facilitate effective communication and information flow across ASC USA and relevant Australian stakeholders.
• In consultation with the ASC IT teams in Australia, provide administrative and coordination support assisting with IT access, connectivity requirements, equipment provisioning and escalation of technical support requests.
• Internal communications are accurate, professional, timely and aligned with business objectives.
• Town Halls and workforce events are delivered successfully, with strong participation and positive stakeholder feedback.
• Leaders and business units provide information within agreed timeframes, supporting effective communication outcomes.
• Employee engagement initiatives contribute to a positive and inclusive workplace culture.
• Travel, medical and workforce-related activities are coordinated efficiently and with minimal disruption.
• New employees experience a smooth onboarding process and are operationally ready from commencement.
• Information is shared effectively across teams, enabling collaboration and supporting program delivery.
• Staff feedback reflects a high level of support, responsiveness and service quality.
• The US team are supported with timely access to systems, equipment and connectivity requirements, enabling effective participation and productivity.
Resource and Vendor Management
20%
• Manage procurement activities in accordance with ASC policies, procedures and delegated authorities.
• Coordinate the sourcing, ordering and delivery of goods, materials, equipment, tooling, PPE and other operational resources to support business activities and workforce requirements.
• Support workforce growth and onboarding activities through the timely provision of equipment, workspace requirements, access arrangements and associated resources.
• Raise and track purchase requisitions, purchase orders, invoices, expense reimbursements and procurement-related documentation.
• Monitor procurement expenditure and maintain accurate purchasing records.
• Establish and maintain effective working relationships with vendors, suppliers and service providers, including office services, catering, facilities, equipment and other contracted services.
• Liaise with ASC Australia procurement, finance and operational teams to support business requirements and ensure alignment with organisational processes.
• Maintain asset registers, inventory records and resource tracking systems.
• Identify and resolve procurement, supplier or inventory issues in a timely manner to minimise operational disruption.
• Support contract administration activities and monitor supplier performance against agreed service expectations.
• Procurement activities are completed accurately, efficiently and within required timeframes.
• Goods, tooling, equipment, PPE and operational resources are available when required, with minimal disruption to business operations.
• New employees have access to the equipment and resources required to perform their roles from commencement.
• Vendor and supplier relationships are professional, responsive and deliver consistent service quality.
• Purchase orders, invoices and reimbursements are processed accurately and in accordance with organisational requirements.
• Procurement expenditure is appropriately monitored and managed within approved budgets.
• Asset registers, inventory records and procurement documentation are accurate, current and auditable.
• Procurement, contract and supplier management activities comply with ASC policies, governance requirements and delegated authorities.
• Supplier issues, discrepancies and operational risks are identified early and resolved effectively.
• Stakeholders receive timely and effective support in relation to procurement and resource requirements.
Business Coordination & Governance Support
10%
• Support the coordination and administration of key business processes, governance activities and operational reporting requirements.
• Prepare, format and distribute reports, correspondence, presentations and business documentation to a high professional standard.
• Maintain document control practices and ensure records are accurate, current and stored in accordance with organisational requirements.
• Support the preparation and coordination of business reviews, audits, compliance activities and leadership reporting as required.
• Monitor administrative actions and business priorities, ensuring commitments are tracked and completed within agreed timeframes.
• Provide general administrative support across the ASC USA business and support ad hoc projects and initiatives as required.
• Coordinate information requests and ensure stakeholders receive accurate and timely information.
• Act as the in-country coordination point between ASC USA and ASC Australia corporate support functions supporting the development, documentation and implementation of local operating procedures and standard operating procedures (SOPs) to ensure alignment with ASC governance and business requirements.
• Contribute to the continuous improvement of administrative, office management and governance processes.
• Reports, presentations and business documentation are delivered accurately, professionally and within agreed timeframes.
• Records and documentation are maintained in accordance with organisational, legal and compliance requirements.
• Governance and reporting activities are coordinated effectively with minimal follow-up required.
• Stakeholders receive accurate, timely and professional support.
• Administrative actions and business commitments are effectively tracked and completed.
• Continuous improvements are identified and implemented to enhance business efficiency and effectiveness.
• Positive stakeholder feedback is received regarding responsiveness, quality and professionalism of support provided.
• Effective links are established and maintained between ASC USA and ASC Australian corporate support functions, with local procedures documented, implemented and aligned to organisations requirements.
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