Full time

Mavenspire, Inc.; Annapolis (MD); On-site; USD 52,000 - 70,000; Full time

Job summary

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

Qualifications

• 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.

Responsibilities

• 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.

Skills

Office management

Financial operations

Vendor management

Remote work

Written communication

Tools

Zoho Books

QuickBooks

Job description

Annapolis, United States | Posted on 05/28/2026

Mavenspire is an Annapolis,Maryland-based IT advisory and engineering firm. Founded in 1999, we deliverSMARTaaS — Smart People as-a-Service — combining strategy, engineering, andmanaged services to solve complex technology problems for governments, manufacturers,legal services firms, and commercial clients. We don’t just advise; we get inthe trenches and get things done.

This role is the operationalbackbone of the company. As Office Manager you will own the financialworkflows, vendor relationships, compliance obligations, and day-to-dayadministrative functions that keep the business running. You will work directlywith leadership and interact regularly with customers, distributors, andgovernment procurement portals on behalf of the company.

This is a high-trust,high-autonomy role that suits someone who is organized, proactive, andcomfortable owning multiple workstreams simultaneously without closesupervision.

What you’ll do

Financial operations

• 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.

Contracts, Compliance, and government registrations

• Manage the company’s 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 (Maryland’s electronic marketplace) 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.

Customer and vendor operations

• 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.

Annual and recurring administration

• Coordinate annual benefit renewals
• Manage physical mail, check deposits, and banking as needed.
• Maintain vendor contacts, account credentials, and operational documentation.

Requirements

Required

• 3+ years of experience 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.
• High attention to detail, especially in financial data and compliance documentation.

Preferred

• Prior experience with government contracting, SAM.gov, or state procurement portals (eMMA or similar).
• Familiarity with IT distribution or VAR business models — understanding purchase orders, distributor pricing, and deal registration is a meaningful advantage.
• Experience with Insperity or another PEO/HR platform for payroll coordination.
• Experience in a smallbusiness (under 25 employees) where you’ve had to own a broad scope rather than a narrow lane.