Office Manager (Part-Time)

Amivero•Reston, VA

13d•Onsite

About The Position

The Amivero Team Amivero’s team of IT professionals delivers digital services that elevate the federal government, whether national security or improved government services. Our human-centered, data-driven approach is focused on truly understanding the environment and the challenge and reimagining with our customer how outcomes can be achieved. Our team of technologists leverage modern, agile methods to design and develop equitable, accessible, and innovative data and software services that impact hundreds of millions of people. As a member of the Amivero team you will use your empathy for a customer’s situation, your passion for service, your energy for solutioning, and your bias towards action to bring modernization to very important, mission-critical, and public service government IT systems. Maintaining a welcoming, efficient-to-work-in, atmosphere for employees working in-person from the office. This position requires flexibility, adapting to a fast-paced environment and exceeds at juggling a variety of responsibilities considered very important and appreciated by every member of the company.

Requirements

Strong interpersonal and communication skills to create a welcoming environment for all employees and guests.
Ability to greet and assist guests professionally, providing tours and facilitating smooth appointments.
Proficient in managing daily schedules and anticipating office needs using scheduling apps.
Excellent organizational skills to manage multiple tasks such as greeting guests, preparing meeting rooms, and handling mail.
Ability to collaborate with colleagues and vendors to maintain office operations and resolve issues efficiently.
Experience maintaining positive relationships with vendors and negotiating favorable terms.
Proficiency in conducting monthly audits and managing vendor services like building management and food delivery.
Ability to manage office facilities, including mail distribution, kitchen upkeep, and general office maintenance.
Competent in updating and distributing instructional materials for office procedures and guest management.
Meticulous attention to detail in preparing and maintaining conference rooms, including ordering supplies and cleaning up after meetings.
Diligence in maintaining kitchen cleanliness and ensuring the availability of necessary office supplies.
Proficiency in using office software and scheduling applications.
Basic knowledge of managing mail scanning and distribution for remote employees.
Strong customer service skills to handle the needs of employees and guests effectively.

Responsibilities

Office Greeter
Have an excellent handle on the Amiverians and Guests coming in daily, maintaining a welcoming environment, and supporting their needs.
Be the main POC for opening the door for employees who may not have a fob.
Monitor the in-office scheduling app to see who plans to be in on which days
Greet guests to the office, including offering a tour of the space (kitchen, bathrooms) and walk them to the person with whom they have an appointment. Offer a drink.
Collaborate with HR Manager to ensure the new hires arriving at the office for their first day of orientation are welcomed and set-up for Orientation.
As an ever-evolving company with a human-centered culture, we encourage you to make recommendations for improvement to your manager.
Send employee birthday cards thru mail each month
Conference Room Management
Review meetings booked and work with meeting organizers about setup, food, and materials (post-its, pens, etc.).
Place food orders, as requested, handle pickup from concierge, and setup the space.
Clean up the conference rooms after each meeting, and ensure the restock of any needed items (post-its, notepads, water bottles, pens, etc.) for next meeting.
Vendor Management
Maintain a positive relationship with the vendors we are dependent on for a functioning office space.
Kastle provides our fobs, and access to the office.
Perform a monthly audit of in-office usage by employee to assess Fob assignments.
Comstock is the building management company and assist with building needs (restrooms, concierge services, authorization of changes to the office space (details in the lease contract)).
Negotiate best rates for food order places we frequentEvents
Share the news of events hosted by Comstock in both the building and the wider Plaza (yoga, concerts, eclipse viewing, etc.) with all employees
Update the office space communications channels with updates as a) received from building management about fire testing type things, and b) other Dept updates as requested (i.e. IT says Wifi is down as an example).
Support the 4 quarterly All Hands (company-wide) event preparations.
Assistance with planning and supporting events hosted in the office space, like Bring Your Child to Work Day, Holiday Potluck, etc.
Facilities
Be the main POC for mail and distribute to the recipients (including scanning and email any mail for remote employees)
Ensure updates to facilities related How To flyers are made as needed, and distributed to all employees for use and attaching to emails inviting guests to the facility
Daily Maintenance
Preparing Kitchen each evening (run dishwasher, wipe down counters)
Empty used pods from coffee machines
Refill printer paper
Weekly Maintenance
Water plants, dust leaves
Empty fridge of all leftovers each Friday COB
Clean out coffee machine drip pans
Check stock list and manage the auto-reorder frequencies of office items on the stock list.
Executive/Leadership Support
Expense reporting
Travel coordination
Calendar management