Office Manager

Job description

Job Summary Securiport LLC is a US company based in Reston VA, that specializes in the design and implementation of passenger biometric recognition, immigration processing, and intelligent information reporting and management systems based on advanced technological solutions. Securiport provides a complete immigration processing solution and analytics to maintain border security. Services include technical analysis, design, implementation and maintenance of Securiport's software solutions, training, and technical support to the field operations. The Office Manager is responsible for the safe, secure, efficient, and professional operation of Securiport's full-floor office suite in a secure building. The suite includes approximately 43 private offices and more than 70 cubicles, along with conference rooms, common areas, storage spaces, and employee support areas. This role serves as the primary day to day point of coordination for office operations, building and suite access, facilities and maintenance, staff parking, vendors, workplace services, supplies, space utilization, and employee support. The Office Manager must exercise sound judgment, discretion, strong organizational skills, and a proactive service mindset while maintaining a high standard of workplace security and operational readiness. Essential Functions Manage the daily operation, appearance, safety, security, and functionality of a full-floor office suite containing approximately 43 private offices, 70+ cubicles, conference rooms, common areas, kitchens/break areas, supply rooms, and storage areas. Serve as the primary office liaison with building management, property management, engineering, janitorial services, security personnel, and other building service providers; coordinate routine and emergency service requests through resolution. Administer Kastle Security access for employees, contractors, vendors, and approved visitors, including credential requests, access changes, terminations, troubleshooting, audits, and escalation of access-control issues. Manage and coordinate eGate access and related secure-entry processes, including user enrollment/access requests, issue resolution, coordination with security or technical support, and maintenance of accurate authorized-user information. Manage staff parking administration, including parking assignments, access credentials, new-hire setup, employee changes and terminations, waitlists, validation processes, and coordination with building or garage management. Maintain appropriate controls for suite keys, access cards, visitor credentials, restricted rooms, and other physical access mechanisms; promptly address lost credentials, unauthorized access concerns, and security incidents in accordance with company procedures. Coordinate visitor and vendor access to the secure building and floor, including advance notification, escort requirements, deliveries, after-hours access, and compliance with building and company security requirements. Oversee suite maintenance and repairs, including HVAC comfort issues, lighting, plumbing, electrical needs, doors/locks, furniture, appliances, conference-room infrastructure, signage, fixtures, and general office condition; track requests through completion. Conduct regular walkthroughs of the suite to identify maintenance, safety, housekeeping, security, space, furniture, and supply needs before they become operational issues. Manage janitorial, waste/recycling, pest-control, shredding, plant care, copier/printer, water/coffee, office-supply, furniture, moving, and other workplace service vendors as assigned; monitor service quality and resolve deficiencies. Manage office storage areas and storage rooms, including organization, inventory, labeling, access, retention/disposal coordination, space optimization, and periodic cleanouts; prevent accumulation of obsolete or unapproved materials. Maintain accurate office inventories for furniture, office equipment, supplies, keys/access credentials, storage contents, and other workplace assets as assigned. Coordinate employee office and workstation assignments, office moves, cubicle changes, furniture reconfigurations, and space-planning activities; maintain current seating and floor-plan records in coordination with leadership and HR. Support employee onboarding and offboarding by coordinating workspace readiness, furniture, office supplies, building/floor access, eGate access, parking, nameplates/signage, keys, and recovery or deactivation of office-related assets and credentials. Manage office supply purchasing and replenishment, kitchen/breakroom supplies, stationery, shipping materials, and general workplace consumables; establish appropriate par levels and cost controls. Oversee conference rooms and shared spaces to ensure they are clean, appropriately stocked, functional, and presentation-ready; coordinate repairs and support for room equipment with IT or vendors when needed. Coordinate mail, courier, shipping, receiving, freight, and delivery activity, including secure handling and routing of sensitive or high-value deliveries as appropriate. Support internal meetings, executive meetings, training sessions, employee events, and hosted visitors by coordinating room setup, catering, supplies, furniture, building access, and other logistical requirements. Manage office-related procurement, purchase requests, vendor quotes, invoices, recurring services, and expense tracking in accordance with company approval and purchasing procedures; identify opportunities to improve service and control costs. Maintain current vendor contact lists, service agreements, maintenance schedules, warranties, emergency contacts, building procedures, certificates of insurance, and other office operations records. Coordinate workplace health and safety activities, including clear egress paths, first-aid/AED supply checks if assigned, incident reporting, emergency contact information, and support for fire drills, evacuation procedures, shelter-in-place procedures, and business continuity activities. Act as an office point of contact during building outages, maintenance events, security events, weather disruptions, or other workplace incidents; communicate timely updates and coordinate response with appropriate internal and external stakeholders. Develop, document, maintain, and improve office procedures, checklists, service standards, and administrative workflows to promote consistent and efficient operations. Provide general administrative support to leadership and employees as needed, including scheduling or coordination support, document preparation, meeting logistics, vendor communication, and special projects. Maintain a professional, organized, secure, and welcoming workplace environment while handling confidential or sensitive information with discretion. Perform other duties as assigned. Required Knowledge, Skills, Abilities Strong knowledge of office management, facilities coordination, workplace services, vendor management, and administrative operations in a professional corporate environment. Demonstrated experience managing a large office footprint with multiple private offices, cubicles/workstations, conference rooms, shared spaces, and storage areas. Experience administering physical access-control systems and secure-building processes; ability to learn and effectively manage Kastle Security and eGate workflows. Strong organizational and project-management skills with the ability to prioritize multiple requests, track open items, meet deadlines, and drive issues to resolution. Excellent interpersonal and customer-service skills with the ability to work effectively with executives, employees, building management, security personnel, vendors, and visitors. High level of discretion, sound judgment, reliability, and professionalism when handling security matters, employee information, access permissions, and confidential business information. Strong written and verbal communication skills, including the ability to provide concise office updates, procedures, instructions, and vendor communications. Demonstrated problem-solving ability and a proactive approach to identifying operational, maintenance, security, and workplace-service needs. Ability to negotiate with and hold vendors accountable for service levels, schedules, quality, and costs. Working knowledge of office purchasing, invoice review, budget/expense tracking, inventory control, and records management. Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams; comfortable learning workplace, security, parking, and facilities management systems. Ability to remain composed and responsive during urgent facilities, access-control, safety, or building-related issues. Desired Knowledge, Skills, Abilities Prior experience in a secure, access-controlled corporate building or regulated/sensitive business environment. Hands-on experience with Kastle Security or comparable physical access control platforms. Experience with eGate, visitor-management, parking-management, work-order, or facilities-management systems. Experience coordinating office moves, space planning, furniture installations, renovations, or large workplace projects. Experience managing emergency preparedness, business continuity, or workplace safety activities. Experience supporting executive leadership and high visibility corporate meetings or events to include annual holiday party. Required Education, Certifications/Licenses, Related Experience Bachelor's degree in business administration, facilities management, hospitality, operations, or a related field preferred; equivalent combination of education and relevant experience may be considered. Minimum five (5) years of progressive office management, workplace operations, facilities coordination, or related administrative experience required; experience independently managing a large office suite strongly preferred. Demonstrated experience coordinating multiple vendors and building services required. Valid driver license may be required if the role is responsible for local errands, off-site storage, or other company business requiring vehicle travel. Facilities, workplace management, safety, or related professional certification (e.g., IFMA, FMP, CFM) preferred but not required. Physical Job Requirements This position requires the ability to remain in a stationary position (standing and/or seated) for extended periods while performing administrative work. The person in this position must frequently move throughout a full-floor office suite to inspect offices, cubicles, conference rooms, common areas, supply rooms, and storage spaces. The person in this role must be able to position themselves as needed to inspect workspaces, storage areas, furniture, equipment, and building-related conditions. The person in this position must be able to maneuver (lift, move, carry) office supplies, packages, and small equipment weighing up to approximately 25 lbs., with assistance or equipment used for heavier items. This position requires frequent use of computers, phones, office equipment, access-control devices, and related workplace technology. This position requires the ability to respond promptly to office, facility, access, or security issues occurring in different areas of the suite and building. Travel Requirements This position is primarily office-based and requires regular on-site presence. Occasional local travel may be required for office supplies, off-site storage, vendor coordination, or other business needs. Overnight domestic travel is expected to be less than 10% of the time. #LI-NA1 Securiport is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Securiport is committed to working with and providing reasonable accommodations to applicants with physical and mental disabilities. Please see the United States Department of Labor's EEO poster and EEO poster supplement for additional information. This Organization Participates in E-Verify.