Office Administrator

Tecbomo; California (MD); Hybrid; USD 35,000 - 52,000; Full time

Job summary

TECBOMO, a fast-growing IT consulting and government contracting firm, seeks an Office Administrator to anchor administrative, back-office, and light bookkeeping workflows.

Based in a hybrid environment with California, MD sites, you will handle invoicing, onboarding, travel logistics, and vendor relationships while protecting data privacy.

This role offers flexible full-time or part-time options with opportunities to grow within a collaborative team.

Qualifications

• 3+ years of administrative, office management, or bookkeeping experience.
• Experience with QuickBooks Online, Microsoft 365 or Google Workspace.
• Familiarity with project management tools (Asana, Monday.com, Trello).
• Strong data privacy and discretion in handling records.

Responsibilities

• Manage accounts receivable/payable and client billing.
• Coordinate HR onboarding and maintain personnel files.
• Track employee time and client contract codes.
• Organize travel and calendar for executives.
• Maintain certifications and vendor partnerships.
• Gatekeeper for inquiries and route requests to teams.

Skills

Attention to detail

Time management

Communication

Proactive mindset

Tools

QuickBooks Online

Microsoft 365

Google Workspace

Asana

Monday.com

Trello

Job description

TECBOMO, believes that sustainable innovation is built from the inside out; our employees are unequivocally our company’s greatest asset. Our formula for success fuses specialized technical expertise with an unwavering commitment to client mission success. By cultivating a culture of continuous learning, diverse perspectives, and agile problem-solving, we empower our team to engineer mission-critical solutions that transform complex IT challenges into streamlined enterprise advantages. This human-centric approach is the engine behind our operational excellence, ensuring we consistently deliver elite, high-performance outcomes for our state, federal, and commercial partners.

Office Administrator

Purpose

The Office Administrator manages the vital administrative, back-office, and light financial workflows that support a fast-growing IT consulting and government contracting firm. You will act as the operational anchor, ensuring compliance with business requirements, managing vendor invoices, supporting HR onboarding, and organizing the daily logistics of a multi-employee team.

Reports To: Executive Team

Location: Hybrid, or On-site - California, MD

Job Type: Full-time or Part-time (scalable as the team grows)

Core Responsibilities

Financial Support & Light Bookkeeping

• Manage the day-to-day accounts receivable (A/R) and accounts payable (A/P) pipelines using QuickBooks Online (or equivalent accounting platform).
• Track and process vendor invoices, coordinate client billing schedules, and follow up gently but firmly on overdue balances.
• Organize monthly expense reports, receipts, and mileage tracking to ensure the business is perfectly prepared for tax seasons and contract financial audits.
• Assist the founder or external accountant in preparing documentation for regular payroll processing.

HR Coordination & Employee Onboarding

• Coordinate the logistical onboarding of new employees and subcontractors (handling background check requests, setting up NDAs, and collecting tax documentation like I-9s and W-4s).
• Maintain organized, secure, and compliant personnel files.
• Help manage and track employee time-tracking systems, ensuring technical staff log hours correctly against specific client contract codes.
• Foster a positive team culture by coordinating team meetings, tracking company milestones, and organizing occasional corporate events or internal communications.
• Assist in maintaining TECBOMO’s active socioeconomic certifications (e.g., MDOT MBE/DBE, SBR, SAM.gov registrations), ensuring renewal deadlines are tracked and met.
• Maintain accurate records of vendor registrations and active partnerships with core partners (e.g., Cisco, Dell, Intel, Carahsoft).
• Monitor company insurance policies (General Liability, Cyber Insurance, Workers' Comp) to ensure certificates of insurance (COIs) are current and provided to clients upon request.

General Office Operations & Logistics

• Manage corporate scheduling, coordinate key executive calendar items, and handle travel arrangements for client sites or government networking conferences.
• Procure, track, and manage company assets (laptops, software licenses, office supplies) assigned to employees.
• Serve as the gatekeeper for general incoming company inquiries via email or phone, routing technical requests to the engineering team and procurement opportunities to the founder.

Key Requirements & Qualifications

• Experience: 3+ years of administrative, office management, or bookkeeping experience, preferably within a fast-paced small business, IT company, or government contracting environment.
• Software Proficiency: Hands-on experience with small business financial tools (QuickBooks Online), productivity suites (Microsoft 365 or Google Workspace), and project management platforms (Asana, Monday.com, or Trello).
• Organization & Discretion: Exceptional attention to detail, strong time-management habits, and an absolute commitment to maintaining data privacy regarding employee records and company financials.
• Communication: Excellent written and verbal communication skills; comfortable interfacing with federal/state agency representatives, technical contractors, and corporate partners.
• Problem-Solving Mindset: A proactive "figure-it-out" attitude. In a growing business, workflows evolve quickly, and this role requires someone comfortable setting up new, efficient operational processes from scratch.