Office Manager

Job Description

Job Description

ProteQ delivers technical, business, and program management services to both government and commercial clients. ProteQ specializes in program development and oversight, logistics, complex systems integration, engineering initiatives, field exercises, and test planning, along with comprehensive environmental, health, safety, and audit services.

Rooted in its strong history supporting national security clients, ProteQ brings extensive experience managing complex programs and cross-functional teams. The team supports the development, integration, testing, and transition of defense technologies, particularly within the maritime domain. With deep expertise in both manned and unmanned undersea systems, ProteQ offers end-to-end support spanning technical, engineering, operational, and executive leadership functions.

ProteQ is seeking a highly motivated, self-starting Office Manager with strong communication skills and a positive attitude to support office administration, travel coordination, the Finance & Administration Department, and executive leadership.

To succeed at ProteQ, candidates must be professional, detail-oriented, and attentive, with a proactive, prepared, and responsive approach to their work. Strong computer skills and the ability to manage general office tasks are essential, along with excellent verbal and written communication. Above all, a genuine commitment to supporting others is key.

The Office Manager plays a vital role in supporting daily administrative and operational functions, ensuring an organized and efficient workplace. This position coordinates office activities, manages supplies, assets, and inventory, processes purchases, and oversees vendor and facility needs. Additional responsibilities include supporting HR administration, maintaining employee records, managing executive calendars and expense reports, coordinating meetings and events, and arranging company travel. Through strong organization and attention to detail, the Office Manager ensures smooth day-to-day operations and reliable support across the organization.

Responsibilities:

• Manage multiple administrative tasks simultaneously, prioritizing workload to meet deadlines.
• Provide day-to-day administrative support across the organization.
• Perform general office duties including filing, report and presentation preparation, meeting setup, and supply monitoring.
• Coordinate and track incoming and outgoing deliveries and service packages.
• Schedule and manage conference room reservations to avoid conflicts.
• Screen and direct incoming phone calls to appropriate personnel.
• Manage executive calendars and expense reports, proactively resolving scheduling conflicts.
• Utilize computer systems to prepare reports, record meeting minutes, develop presentations, and conduct research.
• Draft and distribute internal communications, including newsletters and company announcements.
• Greet visitors, manage sign-in procedures, and ensure compliance with office security protocols.
• Coordinate and schedule internal and external meetings and company events, both on- and off-site.

• Assist with reviewing, booking, and documenting travel arrangements for all employees in compliance with contract requirements and corporate policies.

• Provide support for HR administrative functions, including onboarding and offboarding documentation, maintaining employee records, assisting with applicant tracking, and supporting benefits administration through enrollment coordination, documentation processing, and responding to routine employee inquiries.
• Track and monitor completion of mandatory employee trainings to ensure compliance with organizational and regulatory requirements.
• Handle sensitive and confidential information with discretion.
• Maintain adequate inventory levels in supply rooms and kitchen areas.
• Run business-related errands as needed.
• Sort and distribute incoming mail daily.
• Support routine facility and plant maintenance coordination.
• Maintain professional and courteous communication via phone, email, and written correspondence.
• Proactively anticipate administrative needs to ensure a seamless and positive experience for staff and visitors.
• Perform additional duties as assigned by the Director of Finance and Administration.

Candidate Qualifications

• HS Diploma and 3-5 years experience, or Associate's Degree in related field and 1-2 years.
• Prior administrative experience.
• Excellent computer skills and experience using the Microsoft Office suite (Outlook, Word, PowerPoint, and Excel).
• Excellent typing skills.
• Strong writing skills.
• Attention to detail.
• Outstanding organizational skills.
• Desire to be proactive and create a positive experience for others.
• Must be able to lift up to 50 lbs.

Additional Desired Skills

• Advanced knowledge of MS Word, Excel, and PowerPoint.
• Proficient use of Apple computer systems.