Office Operations Manager

Description

Concept Solutions is seeking an Office Operations Manager to support the Emergency Operations Center (EOC). The Office Operations Manager will ensure overall office efficiency by overseeing administrative support, monitoring and managing the office budget, coordinating procurement and supply delivery, and supporting IT requests. This role will also take ownership of maintaining the EOC facility to ensure it is well-kept, fully operational, and welcoming for both employees and visitors.

In addition, this role will work with subject matter experts (SMEs) to gather input for the master project schedule and Gantt charts, ensuring projects remain on track. The Office Operations Manager plays a vital role in maintaining the smooth functioning of the EOC, providing comprehensive administrative, operational, financial, and project management support to multiple FAA teams.

The ideal candidate will possess strong business process, organizational, and communication skills, with the ability to balance multiple tasks in a fast-paced environment while ensuring high-quality outcomes. This is an on-site position. 

Key Responsibilities

Office Operations & Administration

• Manage daily office operations and maintain office systems and procedures (scheduling meetings, visitor management, sign-in and badging procedures).
• Oversee administrative tasks, coordinate office activities, and provide support to staff and leadership.
• Act as primary point of contact between staff, leadership, and external partners.
• Ensure the EOC facility is well-kept, maintained, and welcoming for all employees and visitors.
• Provide general administrative support including answering phones, front desk staffing, data entry, copying, and distributing reports.

Financial & Procurement Oversight

• Monitor and track the EOC’s financial budget, providing forecasting and reporting as needed.
• Support budget formulation, execution, and justifications.
• Execute Temporary Purchase Cards (TPCs) and manage procurement through FAA systems (e.g., REGIS, PRISM).
• Compile, track, and manage office supply orders across multiple branches, ensuring timely delivery.
• Recommend procurement strategies and maintain accurate records.

Project & Data Management

• Work with SMEs to gather inputs for the master project schedule and Gantt charts.
• Assist in maintaining and updating project plans and tracking deliverables.
• Provide reporting and documentation for multiple concurrent projects.
• Conduct inventories and create detailed documentation for programs, projects, and activities.

Records & Facility Management

• Serve as Records Manager and File Custodian, ensuring proper documentation and compliance with records policies.
• Coordinate mail distribution, shipping, and forms management.
• Oversee quarterly supply orders across ASH/AXE groups.
• Coordinate and support planning for emergency preparedness exercises.

Compensation: $100K to $120K

Compensation is not guaranteed and may vary based on qualifications, location, and contractual requirements. Actual salary may fall outside the stated range.

Requirements

• Bachelor’s Degree and 8+ years of relevant experience
• An additional 8 years of relevant experience in lieu of a Bachelor's degree
• Proven experience in administrative, financial, and program/project support roles.
• Strong knowledge of office operations and business process management.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational, communication, and multitasking skills.
• Ability to work independently and collaboratively with multiple stakeholders.
• Applicants must meet eligibility requirements for a Public Trust clearance.

Preferred:

• Knowledge of federal budgeting processes, procurement systems (PRISM, REGIS), and reporting protocols.
• Experience with FAA systems and procedures.
• Proficiency with Microsoft Project for scheduling and Gantt chart creation.

Company Profile:

Founded in 1999 and headquartered in Reston, Virginia, Concept Solutions, LLC (CS) is a leading small business in technology, engineering, and management consulting. We are the innovative and agile force behind strategic solutions that enhance organizational efficiency and safeguard our nation across Aerospace, Defense, and National Security sectors.

For over 25 years, CS has been a trusted partner for the Federal Aviation Administration (FAA), Department of Homeland Security (DHS), Department of Justice (DOJ), Department of Defense (DoD) and other federal agencies delivering vital IT, security, and project management services.

Our commitment to excellence is reflected in our adherence to CMMI-DEV ML3, ISO 9001:2015, ISO/IEC 20000-1:2018, and ISO/IEC 27001-1:2013 standards. CS boasts company highlights that include:

• Over two decades of experience across over $300 million in contract awards supporting critical FAA programs
• Multiple contract vehicles providing opportunities across FAA, DoD, NOAA, and other Federal agencies
• Innovation Council - CS maintains an active Internal Research and Development (IR&D) program that is geared towards identifying emerging technologies and pursuing technological innovations

At CS, we know our success stems from our talented team. That’s why we prioritize the wellbeing and growth of our employees, fostering a positive culture centered on innovation, engagement, and career development.

Benefits: Concept Solutions offers a competitive benefits and salary package you would receive from a large company. We offer health, dental, vision and life insurance, as well as a comprehensive 401(k) plan with matching and immediate vesting.

Concept Solutions is an Equal Opportunity Employer, and we value workplace diversity. We invite resumes from all interested parties and consider applicants for all positions without regard to race, color, religion, sex, national origin, age, marital status, sexual preference, personal appearance, family responsibility, the presence of a non-job-related medical condition or physical disability, matriculation, political affiliation, veteran status, or any other legally protected status. Concept Solutions is a VEVRAA federal contractor, and we request priority referral of veterans for available positions.