Office Administrator/Office Manager

The Mom Project

Gaithersburg (MD)

On-site

USD 55,000 - 75,000

Full time

11 hours ago

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Benefits offered by this job

Medical Insurance

401(k) Safe Harbor

Disability Insurance

Paid Time off

Flexible Spending Account

Job summary

The Mom Project is seeking a positive, energetic Office Manager to own the corporate office operations. You’ll coordinate front desk activities, IT support, marketing initiatives, HR/Accounting support, and compliance duties in a fast-paced environment.

You will manage executives’ calendars, prepare documents, handle vendor relations, and help organize company events while ensuring smooth daily operations and a professional office atmosphere.

Qualifications

2+ years of Administrative/Management experience.
Excellent written and verbal communication skills.
Strong time management and organizational abilities.
Team player with proactive attitude.
Notary License and bilingual (Spanish a plus) preferred.

Responsibilities

Manages the front desk and serves as the first point of contact for guests, employees, and vendors.
Performs general administrative tasks (phones, mail, emails, minutes).
Coordinates deliveries and maintains office supplies and equipment.
Supports human resources and accounting tasks and company compliance.
Assists in coordinating meetings, events, and board communications.
Provides clerical support to other departments and manages calendars and travel.

Skills

Administrative/Management Experience

Excellent written and verbal comms

Time management

Team player

Notary License

Bilingual (Spanish a plus)

Tools

Microsoft Office Suite

Job description

About Our Client

Our Client strives to deliver quality services and values strong alliances with clients, vendors, trade partners, and employees across MD, Va & DC.

About Our Client

Our Client strives to deliver quality services and values strong alliances with clients, vendors, trade partners, and employees across MD, Va & DC.

We are a design-assist specialty contractor that provides tailor‑made building envelope solutions to address efficiency, sustainability, functionality, and aesthetics. Our team is well‑versed in specifying glass types, finishes and methods of installation. Our Diamond level safety performance and quality craftsmanship have been paramount components of our success. Our affiliations with industry associations and charitable organizations help make a direct impact on our local community. Our client is dedicated to economic, environmental, and social advancement. We believe in supporting our neighbors, building community and advancing our industry. Notary License is a PLUS.

Position Overview

We’re seeking a positive, energetic, and confident Office Manager who is resourceful, proactive, and comfortable taking ownership. This is a fast‑paced environment where strong communication, initiative, and the ability to get things done are essential.

A successful Office Manager at our company applies themselves within our company. The Office Manager is responsible for the upkeep and coordination of the corporate office, IT support, company marketing initiatives, Human Resources/Accounting support, and compliance duties.

Key Responsibilities

Manages the front desk, serving as the first point of contact for our guests, employees, job candidates and vendors.

Performs general administrative tasks, such as answering phones and directing phone calls, and handling mail, emails/faxes/files/ meeting minutes.

Coordinates deliveries with appropriate office staff.

Keeps the office stocked and organized in the kitchen, conference rooms, storage closets, and communal areas.

Manages cleaning services/maintenance services.

Orders office supplies and ensures office equipment Is operable.

Maintains filing system and contacts database.

Assists in Lindbergh Condo Association tasks- Maintaining all Property Management duties and responds timely to calls from tenants (i.e. landscaping, snow removal, waste bins, power, sewer, water, parking lots, security and any repairs.)

Coordinates Annual meetings and records meeting minutes, handles anything discussed at said meetings.

Provide support to staff and the President, Including organizing team events/outings.

Understands and supports executives’ priorities and effective time allocation by managing their calendar of any networking events, training events, and coordinating related arrangements. (i.e. Travel/Hotel).

Prepare Invoices, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.

Open, sort, and distribute incoming correspondences, including faxes and email.

Prepare agendas and plans for companywide meetings: such as Combined Meetings, coordinating catering and preparing any physical handouts.

Provide clerical support to other departments.

Reconcile employee expenses and timesheets on Behalf of Accountant.

Interpret administrative and operating policies and procedures for employees.

Set up and oversee administrative procedures for offices or organizations.

Meet with individuals or special interest groups, and others on behalf of executives, committees, and board of directors. (DOES).

Compile, transcribe, and distribute meeting minutes.

Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material. (DOES and provided step by step instructions for any new processes Created/initiated).

Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Support in managing website updates.

Support in Managing Social Media.

Working with project teams to procure photos to use for marketing purposes.

Make routine visits to capture any video or photos needed to positively promote the company. (1X Monthly).

Assists in planning and preparing for the monthly combined meetings, including preparing slide show presentations, or other materials, helps track meeting notes and action items to ensure appropriate follow-through and accountability.

Assists in managing/registering Networking/Activities/Trainings.

Assists on the follow up and maintenance of vital documentation with our labor contractors and ensures that the labor subcontractors maintain compliance with T&M Global Agreements, COI and any other documentation required.

Job Coding mail/invoices that come in.

Monitoring both the PCC Accounting and PCC Front Desk Inboxes.

Receive/review incoming COIs for accuracy and file on server and in Job file.

Weekly reminders sent to team for Expense reports/Timesheets.

Assist with managing the PCC Overhead Vendors/Contracts (including but not limited to: Hydrate HQ & DCA Printers).

Take Lead on Apprenticeship Program: (i.e. hiring, registration, tracking apprentice curriculum progress, tracking apprenticeship certifications, and maintaining up to date documentation for compliance with DOES office).

Other Duties as assigned.

Physical Job Demands And Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, drive, kneel, reach, bend, climb, touch and grasp, handle, or feel objects, tools or controls. The employee must occasionally lift and/or move up to 25 pounds. Special vision, and the abilities required by this job include close vision, depth and peripheral vision and the ability to adjust focus.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position and are not intended to be exhaustive of all duties, responsibilities, knowledge, skills, abilities, physical job demands and working conditions.

Qualifications