Experienced Office Manager Location:

Orlando, FloridaEmployment Type:

Full-TimeReports To:

Business and Contracts Manager / Executive Management Position Summary We are seeking an experienced, highly organized Office Manager to oversee day-to-day administrative operations and provide critical support across purchasing, accounting administration, human resources, recruiting, payroll coordination, and business operations. This position requires someone who can work independently, manage competing priorities, anticipate needs, and follow tasks through to completion without constant supervision. The ideal candidate is organized, detail-oriented, professional, comfortable working with financial and personnel information, and capable of becoming a trusted operational resource for management. The Office Manager will work closely with the Business and Contracts Manager and company leadership to keep administrative and business processes organized, accurate, and moving forward. Key Responsibilities Purchasing & Vendor Coordination

• Manage routine company purchasing activities and purchase requests.
• Obtain quotes, prepare purchase documentation, and coordinate orders with vendors.
• Track purchase orders, deliveries, invoices, and outstanding items.
• Maintain organized purchasing and vendor records.
• Assist with vendor setup and maintenance of vendor information.
• Coordinate with employees and management to ensure purchasing requirements are clearly defined and fulfilled.
• Identify purchasing delays, discrepancies, or other issues and proactively work toward resolution.
• Support management in monitoring purchasing costs and vendor performance. Invoicing & Business Administration
• Support the Business and Contracts Manager with customer invoicing and related administrative activities.
• Gather and organize documentation necessary to prepare accurate and timely invoices.
• Track invoice status and assist with resolving missing documentation or discrepancies.
• Maintain organized electronic records supporting invoices, purchases, contracts, and other business transactions.
• Assist with accounts payable and accounts receivable administration as assigned.
• Coordinate with internal personnel to obtain timekeeping, purchasing, shipping, or other documentation required for billing.
• Support general contract administration and documentation as directed by the Business and Contracts Manager. Payroll Coordination
• Coordinate employee payroll information and ensure required information is submitted accurately and on schedule.
• Review timesheets and payroll-related documentation for completeness.
• Coordinate corrections or missing information with employees and management.
• Maintain payroll calendars, records, and supporting documentation.
• Coordinate employee changes affecting payroll, including new hires, terminations, compensation changes, leave, and benefit deductions.
• Serve as an administrative liaison between employees, management, and the company's payroll provider.
• Maintain strict confidentiality regarding payroll and employee information. Human Resources Administration
• Maintain accurate and organized personnel records.
• Coordinate employee onboarding and offboarding.
• Prepare and maintain employment documentation, forms, acknowledgments, and administrative records.
• Track employee leave, holidays, training requirements, performance review dates, and other HR-related deadlines.
• Assist management with benefits administration and employee communications.
• Coordinate required employment documentation and maintain appropriate records.
• Support company policies and administrative HR procedures.
• Respond professionally to routine employee administrative questions and escalate sensitive or management-level issues appropriately.
• Maintain confidentiality of personnel and company information at all times. Recruiting & Hiring Support
• Coordinate recruiting activities for open positions.
• Prepare and post job advertisements.
• Review incoming applications and resumes against established position requirements.
• Conduct initial candidate screening and coordinate interviews with hiring managers.
• Maintain communication with candidates throughout the hiring process.
• Coordinate interview schedules and candidate documentation.
• Assist with offer letters, pre-employment requirements, background screening, and onboarding.
• Maintain organized recruiting records and candidate status information.
• Help management improve recruiting processes and identify qualified candidates efficiently. Meeting & Calendar Coordination
• Schedule and coordinate internal and external meetings.
• Manage meeting invitations, conference rooms, virtual meeting links, and other logistics.
• Prepare meeting materials and agendas when requested.
• Record and distribute meeting notes or action items as required.
• Track follow-up activities and deadlines resulting from meetings.
• Coordinate management calendars and assist with scheduling priorities when necessary.
• Assist with company events, customer visits, and other business activities. Office & Administrative Operations
• Oversee general office administration and ensure the office operates efficiently.
• Maintain office supplies, equipment, records, and administrative resources.
• Coordinate with service providers and vendors.
• Organize electronic and physical files using consistent document-control practices.
• Prepare correspondence, reports, spreadsheets, presentations, and other business documents.
• Assist management with special projects and administrative requirements.
• Identify administrative inefficiencies and recommend better processes.
• Develop and maintain procedures, checklists, trackers, and administrative systems that improve consistency and accountability.
• Ensure assigned tasks are followed through to completion. Required Qualifications
• Minimum 5 years of administrative, office management, business operations, or comparable professional experience.
• Demonstrated experience managing multiple administrative responsibilities simultaneously.
• Experience with purchasing and vendor coordination.
• Experience supporting invoicing, accounting, payroll, or other financial administrative processes.
• Experience with recruiting, employee onboarding, and HR administration.
• Strong proficiency with Microsoft Office and/or Google Workspace, including spreadsheets, documents, email, and calendars.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• High level of accuracy and attention to detail.
• Demonstrated ability to handle confidential employee, financial, and company information.
• Ability to work independently and determine priorities without constant direction.
• Strong follow-through and problem-solving skills. Preferred Qualifications
• Experience working for a government contractor, defense contractor, engineering company, technology company, or other regulated business.
• Experience supporting government contracts or contract administration.
• Familiarity with purchase orders, invoicing, timekeeping, and project-based accounting.
• Experience with payroll and HR information systems.
• Experience coordinating recruiting and hiring processes.
• Familiarity with documentation requirements associated with government contracting or regulated environments.
• Associate's or bachelor's degree in business administration, human resources, accounting, or a related discipline. Characteristics of the Successful Candidate We are looking for someone who is:
• Proactive — identifies what needs to be done rather than waiting for every assignment.
• Highly organized — can keep multiple projects, deadlines, and administrative processes under control.
• Accountable — owns assignments and follows them through to completion.
• Detail-oriented — understands that accuracy matters in purchasing, payroll, invoicing, contracts, and HR.
• Resourceful — researches problems and proposes solutions.
• Professional — communicates effectively with employees, customers, vendors, candidates, and management.
• Discreet — understands the importance of confidentiality when handling personnel, payroll, financial, and company information.
• Adaptable — can move comfortably between purchasing, HR, recruiting, accounting support, meetings, and general business administration.
• Comfortable with technology — learns new systems quickly and looks for opportunities to streamline administrative work.

What Success Looks Like Within the first several months, the successful Office Manager will have developed a strong understanding of the company's administrative operations and become a reliable resource for management.

Success in this position means:

• Purchases are processed and tracked without management having to chase their status.
• Payroll information is complete and submitted on schedule.
• Invoice-supporting documentation is organized and readily available.
• Recruiting and onboarding activities move efficiently.
• Personnel records are accurate and current.
• Meetings are properly coordinated and resulting action items are tracked.
• Administrative deadlines do not get missed.
• Management receives early warning when something requires attention.
• Business records are organized and easy to retrieve.
• Routine administrative matters are resolved independently whenever possible.

The objective of this position is not simply to perform administrative tasks. It is to take ownership of the administrative processes that keep the business running efficiently and reduce the amount of routine operational work requiring management attention.

Pay:

From $60,000.00 per year

Experience:

Bookkeeping:

5 years (Preferred) Ability to

Commute:

Orlando, FL (Required)

Work Location:

In person