Staff and Office Manager

Staff and Office Manager

SG2 Recruiting is supporting our client, Orr Partners , in finding an Executive Staff Administrator and Office Manager. This role is essential for the smooth functioning of the office, employee productivity, and the effectiveness of the Executive Team. Since Orr Partners is a small company, the person in this role must be proactive, have strong communication skills, and be capable of managing tasks from start to finish. This position requires the incumbent to not only perform specific assigned responsibilities but also actively identify opportunities to improve the productivity of the Executive Team and the office, as well as enhance the visitor experience. This role is a full-time role in Reston, VA. 

About the Company

Orr Partners  is a leading firm specializing in real estate development, construction management, and owner’s representation in the Washington Metropolitan area. Established in 1988 and based in Northern Virginia, the company has been operating for 37 years. Orr Partners focuses on high-quality commercial real estate development, owner’s representation for tenant improvements, and client-oriented construction project management.

Responsibilities

• Executive and Administrative Support - Primarily responsible for assisting the executive team.
• Office Operations and Equipment Management - Maintains the physical workspace and essential office machinery.
• IT and Technology Support - Serves as the internal coordinator for technology systems.
• Employee Support and Onboarding - Handles general HR-related administrative tasks and logistical support for staff.
• Accounting and Financial Support - Provides essential help with invoicing and credit card reconciliation.

Required Skills & Experience

The successful candidate for the Staff and Office Manager role must possess a potent blend of proactive administrative, technical, and financial competencies. Given that Orr Partners operates as a small company, the candidate must demonstrate proactive initiative.

I. Financial and Accounting Experience

A candidate must demonstrate proven experience in essential financial support functions, often involving the use of accounting software.

•  QuickBooks (QB) Proficiency: Minimum of 1-2 years of experience  required. Must have expertise in inputting customer and vendor invoices into QB and posting customer receipts.

•  Accounts Receivable (A/R) and Invoicing Skills:  Experience in preparing and distributing monthly invoices for active projects, including reimbursable expenses.

•  Credit Card and Expense Reconciliation:  Experience in logging and tracking expenses monthly, including collecting receipts and backup, matching them to the corporate credit card bill (e.g., American Express), coding charges in Excel, and submitting documentation for payment.

•  Vendor Invoice Review:  Experience in reviewing office invoices and following up on discrepancies.

II. Executive and Administrative Support Experience

The candidate must have specific experience managing logistics and daily operations for senior staff.

•  Executive Calendar Management: At least 2 years of experience  required. Must have experience maintaining calendars, scheduling meetings, coordinating appointments, and overall calendar management for an executive team.

•  Complex Travel Planning:  Must have experience arranging all travel details (flights, hotels, ground transportation) and creating detailed itineraries for each trip.

•  Mail and Deposit Handling:  Must have experience processing daily mail and ensuring checks are deposited on the same day they are received.

•  Employee Administration Support:  Must have experience handling employee expense reports and managing vacation and sick day requests and records.

•  Maintaining Confidentiality:  Demonstrated experience in treating all work for the executive team as  c onfidential is essential.

III. Facilities and IT Management Experience

The candidate must have practical experience managing office infrastructure, equipment, and vendor relationships.

•  IT Vendor Management:  Required experience managing relationships with external IT providers to ensure system stability, handle support tickets, and follow up on unresolved issues.

•  IT Asset Management:  Required experience maintaining an accurate inventory of all computer equipment, including tracking age, model, purchase date, and assignment.

•  Contract and Lease Administration:  Required experience managing files for copier lease agreements, understanding termination clauses, and soliciting/evaluating proposals for new equipment leases.

•  Vendor and Supplier Negotiation/Comparison:  Required experience conducting regular comparisons among office suppliers to secure the best prices and service.

•  Physical Security Management:  Required experience overseeing office security controls and managing/issuing key cards.

IV. Core Workplace and Organizational Experience

Experience demonstrating these core competencies is essential for success in a small company environment.

•  Proactive Task Completion:  Required experience showing th e initiative  to identify opportunities for increased productivity and enhanced visitor experience.

• End-to-End Task Management: Required experience managing tasks from start to finish.

•  Office Operations Management:  Required experience overseeing office supplies, organizing common areas and conference rooms, and coordinating office closures and holidays.

•  Employee Onboarding:  Required experience in setting up new employees, including coordinating computers, PPE, workstations, business cards, email, and cell phone service.