Office Administrator

Octave Federal; Chantilly (VA); On-site; USD 65,000 - 73,000; Full time

Benefits offered by this job

Health care plans

Dental and vision plans

401k with company match

Life and disability insurance

Tuition reimbursement

Flexible working arrangements

13 paid holidays

Veterans' Employee Resources Group

Job summary

Octave Federal in Chantilly, VA is seeking an Office Administrator to keep our HQ running—welcoming visitors, badge checks, coordinating meetings, managing supplies, and supporting daily admin tasks.

The role involves occasional travel to Lanham, MD a few times per quarter and on-site work 4 days per week. You’ll help with FOCI trackers and cross-office support while contributing across the business.

Qualifications

• Experience supporting security-focused or FOCI-mitigated operations.
• Experience booking travel with Concur travel system.
• Experience in event planning or employee engagement activities.
• Working knowledge of office management tools, expense systems, and travel platforms.

Responsibilities

• Serve as the face of the headquarters, greeting visitors and ensuring all guests are properly badged according to Security protocols.
• Manage meeting and conference room logistics, including booking, calendar coordination, setup, and teardown.
• Work closely with property management to ensure facilities and building services are running efficiently.
• Maintain office supply inventory, common areas, and workspace readiness.
• Process incoming and outgoing mail and packages for various teams.
• Prepare documents, presentations, file organization, communications, and basic reporting.
• Assist employees with day-to-day questions, office needs, and operational tasks.
• Support travel booking, expense reporting, and other administrative processes.
• Create, maintain, and manage communication trackers to support FOCI mitigation efforts.
• Assist with local marketing events, employee engagement activities, and onsite company gatherings.
• Coordinate logistics and onsite support for team meetings, outings, client visits, and leadership sessions.
• Provide periodic in-person support to our Lanham, MD office to ensure consistent operational standards and facility readiness.

Skills

MS 365

Concur travel

Travel coordination

Event planning

Facility operations

Tools

Concur Travel

Expense reporting systems

Job description

About Octave Federal

Octave provides mission-critical software that empowers organizations to make informed decisions across every stage of the asset lifecycle - Design, Build, Operate and Protect - where performance, safety, and reliability are non-negotiable and failure is not an option.

Turning complex operational data into actionable intelligence, Octave connects expertise, real-world conditions and enterprise-scale insight to improve performance, resilience and incident response where it matters most.

Octave Federal, the new brand identity for Hexagon US Federal, is an independent subsidiary of Octave exclusively focused on bringing the broad range of Octave technologies to the US Federal government and its partners. With more than 40 years of experience, we empower agencies and industry partners to operate with speed, precision and greater confidence.

Quick Hits

Employees: 150

Operating Locations: Chantilly, VA (HQ); Huntsville, AL; Lanham, MD, and other client sites across the US

We are seeking an Office Administrator in Chantilly, VA.

A day in the life of an Office Administrator:

You’ll play a key role in keeping our HQ running at its best - welcoming and badging in visitors, setting up meetings, keeping supplies flowing, and supporting daily admin needs. You’ll jump in on meeting space coordination, events, FOCI communication trackers, and occasionally support our Lanham, MD office. Expect variety, momentum, and the chance to dive into new projects across the business as they arise.

This job is for you if you:

Are confident and approachable administrative professional who enjoys helping others, keeping operations running smoothly, and maintaining a positive and welcoming office environment. You thrive in a role where no two days are the same, and you enjoy being the “go-to” support person.

Key Responsibilities include:

Office & Facility Operations

• Serve as the face of the headquarters, greeting visitors and ensuring all guests are properly badged according to Security protocols.
• Manage meeting and conference room logistics, including booking, calendar coordination, setup, and teardown.
• Work closely with property management to ensure facilities and building services are running efficiently.
• Maintain office supply inventory, common areas, and workspace readiness.
• Process incoming and outgoing mail and packages for various teams.

Administrative Support

• Prepare documents, presentations, file organization, communications, and basic reporting.
• Assist employees with day-to-day questions, office needs, and operational tasks.
• Support travel booking, expense reporting, and other administrative processes.
• Create, maintain, and manage communication trackers to support FOCI mitigation efforts.

Event & Engagement Coordination

• Assist with local marketing events, employee engagement activities, and onsite company gatherings.
• Coordinate logistics and onsite support for team meetings, outings, client visits, and leadership sessions.

Cross-Office Support

• Provide periodic in-person support to our Lanham, MD office to ensure consistent operational standards and facility readiness.

Preferred Qualifications

• Experience supporting security-focused or FOCI-mitigated operations.
• Experience booking travel with Concur travel system.
• Experience in event planning or employee engagement activities.
• Working knowledge of office management tools, expense systems, and travel platforms.

What we are expecting from you (i.e. the qualifications you must have):

• Previous administrative support experience; experience with a government contractor strongly preferred.
• Strong proficiency with Microsoft 365 tools.
• Ability to work onsite from Chantilly HQ at least 4 days per week.
• Willingness and ability to travel occasionally to Lanham, MD (a few times per quarter).
• Strong communication and interpersonal skills; comfortable interacting with employees, leadership, and external visitors.
• Experience coordinating meetings, managing calendars, and supporting facility operations.
• High attention to detail and strong organizational skills.
• Ability to handle sensitive information with discretion.
• Comfortable working in a small evolving business environment.

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Ability to remain in a stationary position and operate a computer for extended periods.
• Occasional ability to move or transport items up to 25 pounds.
• Communicate effectively in English (verbal, written) and possess visual and auditory acuity for tasks and safety.
• Manage multiple tasks, prioritize, and maintain focus in dynamic environments.
• Demonstrate strong problem-solving, critical thinking, and analytical skills.
• Maintain consistent attendance, punctuality, and high professional standards.

Work Environment:

• Work is performed primarily in a professional office and/or remote home office environment, subject to typical conditions.

Required Level of Security Clearance:

None

Expected Travel:

Expected Travel: <10%

Salary Transparency

Octave Federal provides compensation information in accordance with applicable multistate pay transparency laws. The projected annual salary range for this position is $65,000.00 to $73,000.00 (USD). Actual compensation within this range will depend on factors such as work location, education, experience, skills, organizational requirements, and contractspecific budget parameters. This range reflects what is typically offered for the role and represents only one component of Octave Federal's total compensation package, which may also include benefits and other forms of remuneration.

What we will provide in return:

• - Competitive health care plans with savings accounts
• - Dental and vision plans
• - 401k with 100% company match up to 6%, with immediate vesting on company match
• - Life and disability insurance
• - Learning Management System with robust offerings
• - Tuition Reimbursement Program
• - Flexible working arrangements where possible</li>
• - 13 paid holidays per year
• - Veterans' focused Employee Resources Group with regular educational sessions and communications

Octave Federal is an Equal Employment Opportunity Employer. We comply with all applicable federal anti-discrimination laws and provide reasonable accommodations for qualified individuals with disabilities and disabled veterans in its job application procedures. If you have any difficulty using our online system and need an accommodation due to a disability, you may use the following email address, [emailprotected] and/or phone number [phone] to contact us about your interest in employment with Octave Federal.

All qualified applicants will receive consideration for employment without regard to protected veteran status, disability status, or any other protected class covered by federal, state, or local law. Octave Federal participates in E-Verify.

At Octave Federal, we prioritize a secure and thorough hiring process. Be aware that we will never extend an employment offer without a careful review and interview process, and all official communications from our representatives will come from a verified Octave Federal email address, never requesting upfront fees or sensitive information.

Why work for Octave?

All in. Always forward. That's the way we do things around here. We put trust in our people because we believe it's the best way to unleash potential, bring ideas to life, and keep moving ahead. And it's why we're committed to creating an environment that's truly supportive, providing you with the resources you need to support your ambitions, no matter who you are or where you are in the world.

Everyone is welcome

Everyone is welcome. At Octave, we believe that bringing together people with different perspectives strengthens both our team and our work. We are committed to providing equal opportunities, treating all individuals with fairness, and fostering an environment where everyone can thrive.

Respect is the cornerstone of how we operate, so speak up and be yourself. You're valued here.