Office Manager

About the role

The Office Manager is responsible for executing procurement and subcontracting activities in support of government contracts, ensuring compliance with Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), and company policies. The position involves managing the acquisition of supplies, services, and equipment, from requisition review to closeout, while promoting small and diverse business participation.

Responsibilities

• Review all purchase requisitions for completeness and accuracy; obtain competitive quotes and document information in the associated procurement files.
• Document source and price justifications for all procurement actions in accordance with procurement procedures as required and regulatory requirements.
• Process quotes received from managers or technical departments.
• Create, track, edit, close, and file purchase orders.
• Expedite delivery/performance and maintain document files.
• Place orders with vendors and subcontractors in compliance with established agreements and regulations.
• Create part numbers and maintain the inventory system database accurately.
• Search and compile information on parts, supplies, and vendors.
• Inform management of unit prices, shipping dates, anticipated delays, and other pertinent procurement data.
• Aid in the preparation of the scope of work (SOW) for various types of construction or repair, projects.
• Assist in the preparation of Pre-Construction Risk Assessment (PCRA), ILSM, ICRA, submittals, documentation, and ensure implementation of Interim Life Safety Measures (ILSM) during renovation projects.
• Ensure the contractors and/or in-house staff are following Infectious Control Risk Assessment (ICRA) policies and procedures during the renovations.
• Ensure that the subcontractor has proper qualifications, license and certifications for the job task.
• Ensure subcontractor acquired permits prior to the commencement of any project, and that project meets Federal, State and Local codes requirements.
• Ensure that subcontractor has coordinated with the Site Safety Officer and completed all required Activity Hazard Analysis (AHA), safety training, Pre-task Plans, etc.
• Maintain and file Joint Commission documentation.
• Operate standard office equipment (e.g. fax, copier, computer, and phone).
• Manage the smooth functioning of the office, including scheduling, supplies, and facility maintenance.
• Maintain organized filing systems (digital and physical) for easy retrieval of information.
• Prepare and monitor office budgets, expense reports, and vendor invoices.
• Negotiate with suppliers to ensure cost-effective purchasing.
• Aid in the onboarding of new employees, including workspace setup and orientation.
• Maintain employee records and coordinate training schedules.
• Serve as the primary point of contact for internal teams, clients, and vendors.
• Draft and distribute internal communications, memos, and announcements.
• Ensure office policies and procedures are up to date and followed.
• Support compliance with health, safety, and security regulations.

Requirements

This position requires extensive communication skills plus the understanding of numerous mechanical and structural systems (HVAC, Electrical, Plumbing, Structural, Carpentry, etc.) in a hospital environment.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, or related field.
• Minimum of 5 years of experience in procurement and subcontracting activities in support of government contracts.
• Experience in managing the acquisition of supplies, services, and equipment, from requisition review to closeout.
• Experience in promoting small and diverse business participation.
• Extensive communication skills.
• Understanding of numerous mechanical and structural systems (HVAC, Electrical, Plumbing, Structural, Carpentry, etc.) in a hospital environment.
• Ability to negotiate and administer purchase orders for supplies and services in accordance with Public Law, FAR/DFARS and internal procurement policy and procedures.
• Experience conducting price comparisons and cost/price analysis for parts purchase orders and service orders.
• Experience in inventory management and maintaining accurate inventory control.
• Experience in preparing and monitoring office budgets, expense reports, and vendor invoices.
• Experience in operating standard office equipment (e.g. fax, copier, computer, and phone).
• Experience in managing administrative staff and delegating tasks effectively.
• Experience in drafting and distributing internal communications, memos, and announcements.
• Experience in supporting compliance with health, safety, and security regulations.