Office Manager with Security Clearance

Job Description Office Manager Overview: The GBS Group, an engineering services and consulting firm, is seeking an Office Manager to support our growing Engineering Services Firm in Virginia Beach, VA. This position includes several different areas of responsibility including Front Desk Receptionist, Office Manager, Security Backup Support, and Special Projects and Events. Each area of responsibility is detailed below: Front Desk Reception: Answer the telephone, review and forward general mailbox voicemails and forward calls as needed. Setup call forwarding to the Philadelphia Office Manager with Virginia Beach front desk is vacant.
Greet and sign in visitors to include badging and escorts throughout the building as needed.
Receive small packages, mail, and deliveries.
Greet employees with a positive and welcoming attitude by name. Monitor coming and going of employees to include reminding all employees to swipe their fob each time they enter. Office Manager: Perform general office duties to include ordering supplies, maintaining office equipment, scheduling service calls, coordinating office maintenance with landlord and/or service companies.
Provide oversite of office cleaning service company to ensure our contracted services for cleaning are being provided pointing out additional special cleaning items; maintain general cleanliness of break rooms, kitchen and appliances (microwave and refrigerator).
Maintain adequate supply of water service, coffee, tea, and canned beverages for employees to include supplies for meals.
Run office errands as needed.
Provide Executive Assistant support to Executive Management team as requested to include monitoring calendars, booking conference rooms, small projects, special supplies, etc.
Coordinate catering and company events/meetings/parties with support from the HR Admin.
Monitor and maintain GBS swag and logo wear to include shirts, sweaters, sweatshirts, hard hats, coveralls, and other safety gear. Provide shirts and other logo wear to new hires or replenish for existing employees as required with approval.
Provide clerical support to other departments as needed/requested as time allows to include filing, remittance advices, printing of POs, Amex receipts, etc.
Coordinate with the HR Team and Hiring Manager to prepare for incoming new hires to include cubicle name plates, new hire swag, organized and prepared desk or cubicle area if needed, etc. Security Backup Support: Provide support and assistance to the Facility Security Officer on general security functions and taskings as requested and when needed.
Create employee badges and designate office key fobs for site access.
Submit base and vessel specific access forms and requirements within a timely manner.
Conduct foreign travel briefs for all international traveling employees and report as needed in the Defense Information System for Security (DISS) and security records.
Maintain accurate records in conjunction with the FSO's standards and procedures. Qualifications: Candidates must possess the following professional experience & qualifications: At least 3 years of experience with MS Word, Excel, and calendar applications. Superb customer service, attention to detail, and organizational skills.
Proven ability to work in a fast-paced environment and handle multiple tasks simultaneously.
Must have reliable transportation. Desired Characteristics: Superior phone manners and ability to handle sensitive matters with tact. Ability to handle sensitive personnel data with confidence and work under pressure
Demonstration of leadership attributes to address executive's needs, the surrounding work environment, and customer and office staff requests
Exceptional interpersonal skills and ability to work well across all levels of leadership and staff as well as with external customers, vendors, and office visitors. EEO Statement The GBS Group is an equal-opportunity employer. Employment decisions will be based on legitimate, nondiscriminatory business reasons, including merit, qualification, experience, and abilities. Our employment policies will not be influenced or affected by an applicant's or employee's race, color, religion, sex/gender, sexual orientation, gender identity or expression, transgender status, national origin, age, disability, marital or familial status, pregnancy, military/veteran status, genetic information, or any other characteristic protected by law. This policy governs all aspects of the employment relationship, including but not limited to selection, job assignment, compensation, discipline, promotion, termination, and access to benefits and training. Any employee who feels that he or she is or has been the victim of illegal discrimination or violation of this policy should immediately notify the Chief Administrative Officer or Human Resources. Employees may file a legitimate or good faith discrimination complaint without being subject to reprisal.