Office Manager and Administrative Assistant

Hunt Military Communities•Norfolk, VA

8d•$60,000 - $74,000

About The Position

The Office Manager and Administrative Assistant coordinates and manages office functions for the HHR Development and Construction Team and provides administrative support to senior-level staff. The role oversees office operations, reception, purchasing, customer relations, and compliance with corporate and building policies. It also supports tenants, service providers, visitors, vendors, and company leadership. The position coordinates meetings, conferences, and events; maintains office supplies and equipment; handles mail, correspondence, files, travel arrangements, and expense reports; and supports onboarding, office appearance, facilities tasks, and IT-related issue resolution. It also tracks budgets and check requests related to memberships, sponsorships, and political donations. The role requires discretion when handling sensitive information and the ability to communicate professionally with people at all levels.

Requirements

Bachelor's degree in Business Administration, Public Administration, or equivalent work experience.
At least 1 year of work experience managing an office for the Office Manager role.
At least 1 year of people management experience.
Ability to work independently with limited direct supervision.
Excellent judgment and discretion in handling highly confidential information.
Strong written and verbal communication skills, including the ability to communicate clearly and professionally with people at all levels, internally and externally.
Professionalism, a strong work ethic, responsibility, and integrity.
Excellent teamwork and interpersonal skills.
Strong time-management and organizational skills, with attention to detail.
Computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to manage multiple priorities and tight deadlines in a fast-paced environment.
Ability to resolve problems independently and work with autonomy and responsibility.
Ability to take initiative, prioritize, multitask, and work independently with limited direction.
Ability to accept new responsibilities, adapt to changes in procedures and processes, and work as part of a team.

Nice To Haves

Workday experience.

Responsibilities

Act as reception for visitors and vendors.
Oversee office operations, including purchasing and customer relations.
Manage front-office HR tasks, including training, new employee onboarding, and equipment setup.
Coordinate conference calls and meetings, including preparing meeting spaces and materials, and ordering food as required.
Coordinate meetings, conferences, special events, and tasks across the department or division, including events involving senior executives.
Direct incoming packages and mail to the appropriate individuals.
Maintain the cleanliness and appearance of the office, including the kitchen, supply and printer area, and storage room.
Maintain stock and inventory of office supplies, equipment, kitchen items, coffee, and paper goods.
Arrange domestic travel and prepare expense reports.
Assist with office moves and facilities-related tasks, as applicable.
Update office furniture, wall coverings, and the overall office appearance.
Partner with the manager to ensure office needs are met.
Draft and distribute correspondence, maintain files, and complete special projects.
Create and update division PowerPoint presentations.
Handle sensitive information with confidentiality, tact, diplomacy, and judgment.
Comply with company and building management policies and procedures, including emergency evacuation and fire warden responsibilities.
Attend required company and building management training, in-service training, and staff meetings.
Promote a safe working environment by preventing accidents, preserving equipment, and following safe work practices.
Respond effectively to verbal and written inquiries on behalf of leadership.
Troubleshoot equipment and act as the office liaison for IT-related issues.
Track budgets and check requests related to sponsorships and memberships; coordinate tables, events, and functions in collaboration with the community and PR team.
Oversee and track political donations, sponsorship budgets, and related check requests.