Administrative Office Manager - Philadelphia (3752)

　　Location Philadelphia, PA

　　Job Code 3752

　　# of Openings 1

　　Apply Now (https://phg.tbe.taleo.net/phg01/ats/careers/v2/applyRequisition?org=GATEWAYVENT&cws=55&rid=3752)

　　Ocean Bay, a subsidiary of Three Saints Bay, LLC, and a Federal Government Contractor industry leader, is seeking an Administrative Office Manager

　　POSITION RESPONSIBILITIES:

　　• Appropriately perform all duties of Office Administrative Support.

　　• Assign and monitor clerical, administrative and secretarial responsibilities among office staff.

　　• Assist in ensuring the proper allocation of resources to enable task performance.

　　• Evaluate and manage Administrative Assistant performance.

　　• Design and implement filing systems within the MegaCenter and ensure filing systems are maintained and up to date.

　　• Establish procedures for record keeping.

　　• Ensure security and confidentiality of data.

　　• Assist in designing and implementing office policies and procedures.

　　• Prepare operational reports and schedules.

　　• Monitor and maintain office supplies inventory.

　　• Review and approve office supply acquisitions.

　　• Assist with meeting minutes as needed to include, but not limited to, the weekly manager’s conference call, specifically recording and producing typed transcripts of the meeting minutes.

　　• Assist the Property Custodian (PC) and Accountable Property Officer (APO) in tracking all inventory assets at the MegaCenter. Assist with the annual Sunflower campaign to include scanning or inputting inventory into the Sunflower database, meet scheduled deadlines, and attend weekly teleconference calls. Also prepare and submit reports on lost, stolen, damaged, or destroyed inventory to the Property Management Branch (PMB).

　　• Assist FPS SME’s in maintaining the plant related services within the MegaCenter.

　　• Review and handle correspondence, prepare reports, schedule meetings and make appointments. Manage calendar and manage conference call bridge calendar.

　　• Assist new employees with orientation and additionally to include but not limited to, obtaining badges, establishing e-mail accounts and computer access and assigning lockers.

　　• Assist the FPS SME’s with collecting and inputting financial information into the Government databases that are used to process documents such as G-514’s, IAR’s, RT’s, etc.

　　• Create travel authorizations and vouchers for FPS SME’s in, the government travel system.

　　• Create and maintain worksheet to track contractor monthly invoices.

　　• Assist the FPS SME’s with collecting and inputting financial information into the Government databases other than, i.e. Debt Management Center, Finance Centers, and Web View.

　　• Complete special projects assigned by the MegaCenter managers.

　　• Compile the monthly HQ Workload Metrics and distribute to the appropriate MegaCenter personnel

　　POSITION REQUIREMENTS:

　　• High School diploma or GED

　　• 3-5 years’ experience as an Office Manager or equivalent experience handling a wide range of administrative, technical and executive-support tasks.

　　• Excellent phone skills

　　• Experience in invoicing, budget tracking, and general accounting skills.

　　• Computer Skills – Utilizes a personal computer with word processing, spreadsheet and related software with reasonable speed and accuracy.

　　• Proficient in Word, Excel, and data entry.

　　• Be able to handle filing and other administrative duties

　　• Interpersonal Relationships – Develops and maintains cooperative and professional relationships with employees at all levels, representatives from various departments, and outside agencies. Effectively responds to and resolves complex inquiries and disputes.

　　• Customer Service – Knowledge of principles and processes for providing customer services. This includes meeting established quality standards.

　　• Coordination of Work – Ability to establish and implement effective administrative programs and procedures. Ability to plan and organize daily work routine and establish priorities for the completion of work in accordance with sound time-management methodology.

　　VEVRAA Federal Contractor

　　Three Saints Bay, LLC and its subsidiaries offer a diverse, team-oriented working environment and the opportunity to work with exceptional dedicated industry professionals. We offer our employees a comprehensive benefits package and the opportunity to take part in exciting projects with government and commercial clients, both domestic and international.

　　We are an EEO/AA employer. We invite resumes from all interested parties without regard to race, color, religion, creed, gender, national origin, age, genetic information, marital or veteran status, disability, or any other category protected by federal, state, or local law.