Business Operations Manager and ASFO

The Business Operations Manager keeps Boston Fusion's office running smoothly and professionally day to day and serves as a key point of contact for staff, visitors, and vendors. The role is organized into three areas: Office Management (approximately 80%), IT/HR Support (approximately 10%), and Finance Support (approximately 10%). The ideal candidate is a self-starter who represents the firm well, delivers excellent customer experience, and works with integrity and sound judgment, including with confidential HR and financial information.

Primary Responsibilities/Duties: Office Management (~70%)
• Serve as the first point of contact for the office: greet visitors, oversee sign-in, and maintain a professional, welcoming environment that reflects well on the company
• Empty and distribute lobby mail; accept, sign for, and distribute deliveries
• Read and respond to day-to-day office email
• Inventory and replenish kitchen supplies, coffee, and teas/sugars; run and unload the dishwasher
• Inventory and reorder office supplies
• Communicate with the building manager and vendors; maintain the vendor matrix
• Assign and distribute building and suite badges; update the access list
• Maintain office administrative systems, including calendars, distribution lists, org chart, and phone list
• Coordinate and schedule recurring meetings (staff, financial and operations check-ins, Board of Directors, ITWG, QPRs, Shareholders, Vistage), rescheduling as necessary
• Plan recurring events, including the end-of-year holiday celebration and the Annual Board in-person visit
• Order lunch catering for meetings and events
• Coordinate conference and travel preparation for staff
• Maintain filing systems and respond to, research, and follow up on requests from management and finance teams

Assistant Facility Security Officer (ASFO) (~10%)
• Assist with the management of incoming and outgoing visit access requests
• Support personnel clearance processes via NBIS and SWFT
• Maintain accurate facility information in NISS
• Support the FSO manage classified inventory, including handling transmission receipts and proper destruction protocols
• Support the FSO in maintaining the company’s culture of security awareness
• Contribute as necessary to the company’s training and self-inspection programs
• Provide prompt support for security incident inquiries and investigations

IT/HR Support (~10%)
• Support employee onboarding and offboarding, including badge and access setup and workspace preparation
• Prepare and send recurring staff communications, including vacation reminders, address updates, and end-of-year staff gifts
• Maintain and update the org chart, phone list, and staff distribution lists
• Coordinate building and suite badge access for new and departing staff

Finance Support (~10%)
• Enter and process invoices in Unanet
• Reconcile the company AMEX statement
• Deposit checks and prepare, deliver, or mail paper checks
• Prepare recurring staff communications related to expenses and timesheets
• Participate in weekly financial check-ins and monthly finance briefings
• Respond to, research, and follow up on requests from the finance team

Additional Responsibilities/Duties:
• Represent Boston Fusion professionally to visitors, clients, vendors, and partners
• Maintain high standards at work, continuously looking for solutions to improve office processes and procedures
• Demonstrate personal accountability, effective work habits, integrity, and ethical behavior that align with Boston Fusion's corporate values
• Exercise sound judgment and discretion when handling confidential HR and financial information
• Provide backup administrative and customer-facing support as needed
• May perform other duties as required

Required Education and Experience:
• Bachelor's degree in business administration or a related field, or an equivalent combination of education and experience
• At least 3 years of experience in office management, administrative support, or a related operational role
• Demonstrated ability to represent the company well and deliver excellent customer experience to visitors, clients, and vendors
• Self-starter who takes initiative and works independently in a fast-paced environment
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Demonstrated integrity and sound judgment, including in handling confidential information
• Proficiency with Microsoft Office Suite
• Ability to manage multiple priorities and deadlines

Preferred Qualifications:
• Experience supporting HR and/or finance functions at a small-to-mid-size company
• Experience working in a government contracting or professional services environment
• Familiarity with expense reporting, invoicing, and basic bookkeeping practices
• Experience with Unanet or similar project accounting/timesheet systems

Work Authorization/Security Clearance Requirements
• U.S. citizenship required
• Must be able to pass a background check
• Ability to obtain and maintain a SECRET security clearance, preferred TOP SECRET.

Physical Requirements:
• Prolonged periods sitting at a desk and working on a computer
• Ability to lift and carry office supplies, mail, and packages (up to 25 lbs)
• Ability to move around the office throughout the day to greet visitors, manage deliveries, and maintain kitchen and supply areas