Job Overview
Sudofy LLC is seeking a highly organized, proactive, and dependable Office Manager to support the daily operations of our growing organization. This role will work closely with the Director of Corporate Operations and serve as a key administrative and operational resource across the company.
The ideal candidate is someone who takes ownership, anticipates needs, follows through, and is comfortable managing multiple priorities in a fast-paced environment. Responsibilities will include office and facilities management, administrative coordination, travel and meeting logistics, vendor management, employee and new-hire logistics, operational tracking, and general support of corporate operations.
We are looking for someone who doesn’t just wait for the next task, but recognizes what needs to be done and takes initiative to get it across the finish line. The right person will help create structure, improve day-to-day efficiency, and ensure our team has the support needed to stay focused on the mission.
Duties
- Office & Facilities Management
- Manage day-to-day office operations and ensure the office remains organized, stocked, and functional
Administrative & Director Support
- Provide direct administrative support to the Director of Corporate Operations
- Manage and maintain administrative trackers on behalf of the Director
- Schedule meetings and appointments as delegated
- Coordinate meeting logistics, rooms, materials, food, visitor access, and technology needs
- Prepare basic meeting materials and documentation
- Capture and track action items when requested
- Follow up with employees and stakeholders on outstanding operational action items
- Maintain organized records of pending, completed, and overdue items
- Escalate items requiring Director-level decisions or intervention
- Help protect the Director's bandwidth by resolving routine administrative and operational matters independently
Employee & New-Hire Logistics
- Coordinate first-day office logistics for new employees with HR
- Coordinate workstation, equipment, etc. for new employees
- Ensure new employees have appropriate company resources, SOPs, directories, and general office information
- Coordinate welcome materials and first-day introductions/logistics with HR
- Add employees to appropriate administrative distribution lists and communication channels as directed
- Coordinate equipment collection and office-access logistics for departing employees with HR, IT, and Security
- Escalate incomplete or delayed operational onboarding items to the appropriate owner
Travel Coordination
- Coordinate approved business travel as needed
- Research and present flight, hotel, rental-car, and transportation options
- Book approved travel through company travel platforms
- Prepare and distribute travel itineraries
- Track confirmations, changes, cancellations, and travel updates
- Assist travelers with routine travel issues
- Maintain organized travel documentation
- Coordinate with Finance/appropriate personnel regarding travel and expense documentation
Expense & Administrative Finance Support
- Collect and organize receipts and supporting documentation
- Assist employees with routine expense-submission processes
- Track outstanding expense documentation and follow up as needed
- Route invoices, receipts, and purchasing documentation to Finance
- Maintain administrative purchasing and vendor records
- Coordinate with Finance on outstanding administrative items
- Escalate financial approvals and exceptions rather than making financial decisions independently
Meetings, Events & Employee Experience
- Assist in coordinating company meetings, lunches, dinners, celebrations, and internal events
- Handle catering, reservations, supplies, setup, and event logistics
- Maintain awareness of employee birthdays, anniversaries, and company milestones
- Coordinate employee recognition items, gifts, certificates, and BZ-related logistics
- Assist with company outreach, sponsorship, and community-event logistics as assigned
- Coordinate office visitors and special events
Timekeeping & Routine Follow-Up
- Send recurring timesheet and reporting reminders
- Track outstanding submissions
- Follow up with employees regarding missing administrative submissions
- Maintain visibility of outstanding items for the Director
- Escalate repeated or unresolved issues to HR, Finance, the Director, or appropriate manager
- Support administrative tracking of recurring company deadlines
Document, SOP & Information Management
- Maintain organized administrative shared folders and files
- Maintain current approved templates, forms, checklists, and SOPs
- Format and distribute routine internal documents as requested
- Maintain company directories, contact lists, and administrative reference information
- Keep recurring operational checklists current
- Document routine administrative processes
- Identify repetitive tasks that could be standardized, streamlined, or automated
- Maintain office supply inventory and coordinate routine purchasing
- Coordinate maintenance, repairs, cleaning services, and facility needs
- Serve as primary point of contact for routine office vendors and service providers
- Receive and coordinate mail, packages, equipment, and deliveries
- Maintain conference rooms, common areas, kitchen, supply areas, and other shared spaces
- Coordinate visitor access and routine office access needs with Security/FSO as appropriate
- Coordinate incoming/outgoing equipment and larger office deliveries
- Obtain quotes and coordinate routine office purchases and services, escalating approvals as needed
Skills
- Previous experience in office management, administrative support, operations coordination, executive support, or a similar role
- Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and ongoing tasks simultaneously
- Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint
- Comfortable learning and navigating new software, business systems, and technology platforms
- Strong written and verbal communication skills with the ability to communicate professionally across all levels of the organization
- Highly proactive and able to anticipate needs, identify outstanding items, and follow through without constant direction
- Strong attention to detail and commitment to accuracy
- Excellent time management and ability to prioritize effectively in a fast-paced, growing organization
- Ability to coordinate calendars, meetings, business travel, events, vendors, and other administrative logistics
- Strong follow-up skills with the confidence to communicate deadlines and obtain needed information from others
- Ability to handle confidential and sensitive company information with professionalism and discretion
- Strong problem-solving skills and willingness to take ownership of routine operational issues
- Experience maintaining trackers, records, documentation, shared files, and administrative processes
- Ability to work independently while knowing when an issue should be escalated
- Adaptable, dependable, and comfortable working in an environment where priorities may shift quickly
- Experience supporting executives or senior leadership is preferred
- Experience within government contracting, technology, cybersecurity, or another professional services environment is a plus, but not required
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
