Office Manager

At Agile Defense we know that action defines the outcome and new challenges require new solutions. That’s why we always look to the future and embrace change with an unmovable spirit and the courage to build for what comes next.

Our vision is to bring adaptive innovation to support our nation's most important missions through the seamless integration of advanced technologies, elite minds, and unparalleled agility—leveraging a foundation of speed, flexibility, and ingenuity to strengthen and protect our nation’s vital interests.

Requisition #: 866

Job Title: Office Manager

Location: 1430 Spring Hill Road McLean, Virginia 22102

SUMMARY

The Office Manager is responsible for overseeing the effective management of all Agile Defense (AD) office locations, including legacy facilities. This includes ensuring the efficient operation of office functions such as communication management, physical security, general support, logistics, and facilities maintenance. This role involves collaborating with key stakeholders to implement and regularly review security protocols, ensuring a safe, positive, and efficient workplace culture at AD headquarters, and identifying and implementing process improvements to enhance operational efficiency and employee satisfaction. Additionally, the Office Manager serves as the primary point of contact for office-related needs and vendor management.

JOB DUTIES AND RESPONSIBILITIES

·       Communications      

·       Answer, screen, and direct phone calls; take and relay messages. 

·       Maintain office phone and emergency contact lists. 

·       Manage email, fax, and mail communications efficiently and timely.  

·       Work with IT and other functional areas to maintain and update systems to adapt to Agile Defense’s business needs.     

·       Physical Security        

·       Manage visitor control, including sign-in procedures, guest escorting, and visitor control system training. 

·       Administer and oversee access control systems in partnership with Personnel Security team.  

·       Monitor and enforce physical security measures, including regular document disposal checks and security reviews. 

·       Conduct monthly access reviews and safety inspections.    

·       Office & Facilities Management       

·       Serve as the liaison for vendors and contractors, including building contractors, equipment maintenance, and cleaning services. 

·       Coordinate construction, repairs, and vendor proposals, ensuring compliance with insurance and documentation requirements. 

·       Supervise onsite repair and maintenance work, including work conducted outside of core business hours .

·       Perform regular facility inspections, including lighting, storage compliance, and leak monitoring. 

·       Conduct periodic deep cleaning and inventory checks (i.e. first aid kits, air filters, carpets, etc.). 

·       Manage office furnishings and equipment purchases, ensuring cost-effective procurement. 

·       Oversee office maintenance and organization, including setting up workspaces for new employees. 

·       Order and manage office supplies, ensuring cost efficiency and timely availability. 

·       Act as the primary contact for subtenants and shared office space occupants. 

·       Maintain and restock the office kitchen, including managing inventory of snacks, beverages, and supplies, while ensuring the space remains clean, organized, and welcoming for all employees.        

·       Logistical & Administrative Support       

·       Provide administrative and concierge support for Agile Defense HQ.  

·       Assist in meeting scheduling, catering arrangements, and room setup and break down. 

·       Manage incoming mail and packages, ensuring secure handling and appropriate forwarding according to Agile Defense protocols.  Process outgoing mail and shipments. Coordinate shipping needs for other office locations and manage tracking services. 

·       Support HR functions, including reviewing physical files and handling employment verification requests. 

·       Assist in facilities-related employee onboarding and offboarding processes. 

·       Prepare and submit monthly expense reports as required.

SUPERVISORY DUTIES

·       This is a non-supervisory position.

QUALIFICATIONS

Required Certifications

·       None

Education, Background, and Years of Experience

·       High school diploma or equivalent; Associate’s degree or higher preferred.

·       2+ years of experience in office administration, facilities coordination, or a related field.

ADDITIONAL SKILLS & QUALIFICATIONS

Required Skills

·       Must be able to occasionally lift up to 25 pounds and conduct physical walkthroughs of the facility. 

·       U.S. citizenship required due to security and facility access protocols. 

·       Must be willing and able to work flexible hours when required to support after-hours repairs or facility needs.

Preferred Skills

·       Strong written and verbal communication skills, with the ability to interact professionally with internal and external stakeholders. 

·       Familiarity with office management systems and procedures, including inventory control and vendor coordination.

·       Working knowledge of physical security protocols and access control systems. 

·       Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic IT troubleshooting capabilities.

·       Strong organizational and problem-solving skills. Ability to coordinate multiple tasks simultaneously while maintaining attention to detail and meeting deadlines. 

·       Experience in administrative support within a corporate or government environment.

·       Comfort with managing logistics for events, meetings, and facility repairs.

·       Familiarity with facilities inspections, workplace safety standards, and emergency preparedness procedures. 

·       Demonstrated ability to handle confidential information with discretion. 

·       Ability to work independently with minimal supervision as well as part of a team.

WORKING CONDITIONS

Environmental Conditions

·       HQ onsite with 0%-10% travel possible. Possible off-hours work to support after hours repairs or facility needs. General office environment. Work is generally sedentary in nature, but may require standing and walking for up to 30% of the time. The working environment is generally favorable. Lighting and temperature are adequate, and there are not hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Strength Demands

·       Medium – 50 lbs. Maximum lifting with frequent lift/carry up to 25 lbs.

Physical Requirements

·       Stand or Sit; Walk; Repetitive Motion; Use Hands / Fingers to Handle or Feel; Stoop, Kneel, Crouch, or Crawl; See; Push or Pull; Climb (stairs, ladders) or Balance (ascend / descend, work atop, traverse).

Employees of Agile Defense are our number one priority, and the importance we place on our culture here is fundamental. Our culture is alive and evolving, but it always stays true to its roots. Here, you are valued as a family member, and we believe that we can accomplish great things together. Agile Defense has been highly successful in the past few years due to our employees and the culture we create together. 

What makes us Agile? We call it the 6Hs, the values that define our culture and guide everything we do. Together, these values infuse vibrancy, integrity, and a tireless work ethic into advancing the most important national security and critical civilian missions. It's how we show up every day. It's who we are.

We also believe in supporting our employees by offering a competitive and comprehensive benefits package. To explore the benefits we offer, please visit our website under the Careers section.

Happy - Be Infectious.

Happiness multiplies and creates a positive and connected environment where motivation and satisfaction have an outsized effect on everything we do.

Helpful - Be Supportive.

Being helpful is the foundation of teamwork, resulting in a supportive atmosphere where collaboration flourishes, and collective success is celebrated.

Honest - Be Trustworthy.

Honesty serves as our compass, ensuring transparent communication and ethical conduct, essential to who we are and the complex domains we support.

Humble - Be Grounded.

Success is not achieved alone, humility ensures a culture of mutual respect, encouraging open communication, and a willingness to learn from one another and take on any task.

Hungry - Be Eager.

Our hunger for excellence drives an insatiable appetite for innovation and continuous improvement, propelling us forward in the face of new and unprecedented challenges.

Hustle - Be Driven.

Hustle is reflected in our relentless work ethic, where we are each committed to going above and beyond to advance the mission and achieve success.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities