Office Manager

Responsibilities

• Answer and direct phone calls, ensuring accurate and timely relaying of messages while maintaining confidentiality and discretion.
• Provide high-level administrative support and assistance to executives.
• Monitor and manage office budgets and expenses for the headquarters facility.
• Greet visitors, issue visitor badges, and coordinate security protocols with the security officer.
• Serve as the primary point of contact for clients, guests, and employees, ensuring a welcoming and professional office presence.
• Maintain headquarters standard operating procedures and manage conference room scheduling.
• Assemble and maintain onboarding swag bags for new hires, tracking and managing inventory of swag items.
• Cook up and set up conference rooms for meetings, including Microsoft Teams calls and lunch orders.
• Maintain the headquarters calendars.
• Manage all aspects of facility maintenance, including coordinating repairs, inspections, and renovations.
• Cook up and coordinate interdepartmental communications, headquarters team meetings, and projects.
• Draft and distribute company-wide emails regarding holidays and upcoming events.
• Order and track office supplies and consumables, ensuring cost-effective purchasing and contract renewals.
• Collect and distribute incoming mail, manage outgoing mail, and oversee postage machine operations.
• Track the hybrid program scheduling and staffing schedule.
• Maintain a clean and professional office environment, including managing seasonal decorations.
• Update and manage employee business cards and internal phone extension lists.
• Maintain facility signage and ensure Department of Labor compliance by keeping Virginia and North Carolina labor law posters up to date and displayed in all office locations.
• Perform work-related errands as needed, such as FedEx, UPS, and grocery store runs.
• Assist in planning, coordinating, and executing company functions and events, both on-site and off-site, in collaboration with senior leadership.
• Provide administrative support to Finance, HR, and IT as needed.
• Perform additional duties as assigned.

Essential Skills

• 3+ years of experience in an administrative role.
• Strong customer service experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Exceptional organizational skills and attention to detail.
• Basic knowledge of clerical procedures, including recordkeeping and filing.
• Able to work independently and manage multiple tasks efficiently.
• Able to lift up to 25 lbs. unassisted.

Additional Skills & Qualifications

• Ability to collaborate effectively in a fast-paced, growing company.
• Possess exemplary abilities to work well with others in a dynamic environment.

Work Environment

• This is a full-time, on-site position with working hours from Monday to Friday, 8:30 am to 5:00 pm.
• The role supports approximately 10 people at the headquarters and may require occasional assistance with tasks related to the North Carolina office.

Job Type & Location

• This is a Contract to Hire position based out of Virginia Beach, VA.

Pay And Benefits

• The pay range for this position is $20.00 - $25.00/hr.

Requirements

• Eligibility requirements apply to some benefits and may depend on your job classification and length of employment.
• Benefits are subject to change and may be subject to specific elections, plan, or program terms.
• If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.