Autonomous Office & Finance Lead for Government Contracts

Mavenspire, Inc.; Annapolis (MD); Remote; USD 52.000 - 70.000; Vollzeit

Zusammenfassung

Mavenspire, an Annapolis, Maryland-based IT advisory and engineering firm, is seeking an Office Manager to serve as the operational backbone, owning financial workflows, vendor relationships, compliance, and day-to-day administrative functions. You will work directly with leadership and interact with customers, distributors, and government portals as needed.

This is a high-trust, high-autonomy role suited for organized, proactive professionals comfortable managing multiple workstreams with

Qualifikationen

• 3+ years in an office manager, operations coordinator, or similar administrative/financial role.
• Hands-on experience with accounting or ERP software (Zoho Books, QuickBooks, or equivalent).
• Demonstrated ability to own recurring compliance or regulatory obligations with hard deadlines.
• Comfort working independently in a remote environment with minimal supervision.
• Strong written communication skills — you will represent the company externally with vendors, customers, and government agencies.

Aufgaben

• Own accounts receivable and accounts payable end-to-end in Zoho Books, including invoicing customers, tracking payments, and following up on overdue balances.
• Reconcile vendor statements and process payments to distributors and manufacturers.
• Coordinate with HR management platform on payroll processing, benefits administration, and employee onboarding/offboarding.
• Maintain a 13-week cashflow plan.
• Work with the company’s CPA on quarterly and annual tax filings.
• Manage SAM.gov registration and renew it annually to maintain federal contracting eligibility.
• Submit monthly reseller compliance reports for multiple contracts, distributors, and partners.
• Maintain the company’s presence on eMMA and procurement portals.
• Monitor and respond to state and federal compliance communications in a timely manner.
• Ensure paperwork and process is done per contract terms.
• Generate and track customer quotes and purchase orders through Zoho Books and distributor portals.
• Process customer purchase orders and coordinate fulfillment with distributors.
• Manage the company billing inbox and respond to customer and vendor inquiries.
• Support government bid responses and manage procurement portal submissions.
• Ensure maintenance renewals for customer equipment is quoted and distributed each year.

Kenntnisse

Office management

Financial operations

Vendor management

Remote work

Written communication

Tools

Zoho Books

QuickBooks

Jobbeschreibung

Mavenspire, an Annapolis, Maryland-based IT advisory and engineering firm, is seeking an Office Manager to serve as the operational backbone, owning financial workflows, vendor relationships, compliance, and day-to-day administrative functions. You will work directly with leadership and interact with customers, distributors, and government portals as needed.

This is a high-trust, high-autonomy role suited for organized, proactive professionals comfortable managing multiple workstreams with