Office Lead

System One; Huntsville (AL); On-site; USD 52,000 - 84,000; Part time

Job summary

System One in Huntsville, Alabama seeks an Office Lead on a contract basis to manage calendars, travel, expenses, and day-to-day office operations. You will support Partners with engagements, coordinate meetings, and ensure deadlines and presentations are prepared with accuracy.

You will also oversee facilities, vendor contracts, and security procedures while maintaining relationships at all corporate levels. The role requires working in-office five days a week in a professional services setting.

Qualifications

• 5+ years of administrative support experience, with at least 2+ years in office management.
• Familiarity with PeopleSoft and Workday a plus.
• Strong organizational and time management skills with attention to detail.
• Effective verbal and written communication skills.
• Ability to develop and maintain relationships at all corporate levels.
• Highly proficient in Microsoft Office 365 (Word, Excel, PowerPoint).
• Must work in‑office 5 days a week.

Responsibilities

• Manage Partner/Directors calendars and prioritize meetings.
• Coordinate domestic and international travel arrangements and handle itinerary changes.
• Prepare weekly expense reports and respond to auditor inquiries.
• Draft, edit, and proofread correspondence, presentations, client letters, and reports.
• Support firm-wide tools training and maintain databases.
• Conduct basic information searches and maintain contacts and distribution lists.
• Oversee production requests like copying, printing, shipping.
• Coordinate meetings with scheduling, catering, and presentations.
• Assist with administrative support of client engagements as directed by Partners.
• Liaise with building management regarding requests, work orders, security, and COI requirements.
• Oversee facilities maintenance and vendor contracts with Real Estate team.
• Identify repairs/issues and propose solutions.
• Assist Human Capital and IT with offboarding and IT troubleshooting.
• Track office expenses and coordinate with Accounts Payable.
• Manage fire, safety, and security functions with Corporate Security.
• Develop reports for Senior Management and Regional Area Managers.
• Communicate office policies and escalate issues to Regional Area Manager.
• Assist with retrieval and storage of offsite files as per records policies.

Skills

Administrative support

Organizational skills

Communication skills

Relationship building

Time management

Attention to detail

Education

High School diploma

Tools

PeopleSoft

Workday

Microsoft Office 365

Job description

Job Title: Office Lead

Location: Huntsville, Alabama

Type: Contract

Responsibilities

• Manage Partner/Directors calendars, schedule and prioritize appointments, ensuring seamless meetings, deadlines, and presentations.
• Coordinate domestic and international travel arrangements, maintain travel profiles, and handle last-minute itinerary changes.
• Prepare weekly expense reports, resolve auditor inquiries, and reclassify engagement codes as needed.
• Draft, edit, and proofread correspondence, presentations, client letters, briefing papers, and reports with accuracy in grammar and formatting.
• Utilize core technology applications and support training others on firm-wide tools, processes, and databases.
• Conduct basic information searches and maintain contacts and distribution lists.
• Oversee production requests such as copying, printing, faxing, binding, and shipping.
• Coordinate and facilitate meetings with scheduling, catering, and presentation arrangements.
• Assist with administrative support of client engagements as directed by Partners.
• Act as liaison with office building management regarding requests, work orders, security, and COI requirements.
• Oversee facility maintenance, vendor contracts, and conduct inspections in conjunction with the Real Estate team and Regional Area Manager.
• Identify potential repairs/issues, offer solutions, and build relationships with key stakeholders.
• Assist Human Capital and IT with local offboarding procedures and troubleshooting IT equipment.
• Track office expenses and invoices, coordinating with Accounts Payable for prompt processing.
• Manage fire, safety, and security functions in collaboration with Building Property Management and Corporate Security.
• Develop reports for Senior Management and Regional Area Managers, providing analysis conclusions.
• Communicate office policies and procedures, **escalate** issues to Regional Area Manager.
• Assist with retrieval and storage of offsite files and documentation per records management policies.

Requirements

• High School diploma required
• Five (5) + years of administrative support experience, with at least 2+ years in office management, preferably in a top-tier professional services firm
• Familiarity with PeopleSoft and Workday a plus
• Strong organizational and time management skills with attention to detail
• Effective verbal and written communication skills
• Ability to develop and maintain relationships at all corporate levels
• Highly proficient in Microsoft Office 365 (Word, Excel, PowerPoint)
• Reliable, honest, self-confident, positive attitude
• Strong initiative, sense of urgency, and ability to adapt to changing priorities
• Must work in‑office 5 days a week

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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Ref: #851-Rockville-S1