Office Manager

Mavenspire, Inc.; Annapolis (MD); On-site; USD 60,000 - 80,000; Full time

Job summary

Mavenspire, Inc. is seeking an Office Manager to own financial workflows, vendor relationships, compliance obligations, and day-to-day administration from a remote setting.

You will work closely with leadership and interact with customers, distributors, and government portals to keep the business running smoothly. The role requires 3+ years in an office manager/operations capacity with hands-on accounting software experience.

Qualifications

• 3+ years of experience in office manager/operations/administrative roles with financial duties.
• Experience with accounting or ERP software (Zoho Books, QuickBooks or equivalent).
• Ability to own recurring compliance and regulatory obligations with hard deadlines.
• Comfort working independently in a remote environment with minimal supervision.
• Strong written communication and attention to detail in financial data.

Responsibilities

• Handle financial operations including AR/AP, invoicing, payments, and 13-week cash flow planning.
• Manage contracts, compliance, and government registrations (SAM.gov, eMMA, procurement portals).
• Coordinate customer and vendor operations, quotes, purchase orders, and procurement portal submissions.
• Oversee annual benefits renewals, banking tasks, and vendor contacts.

Skills

Financial operations

Compliance

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 andaccounts payable end-to-end in Zoho Books, including invoicing customers,tracking payments, and following up on overdue balances.
• Reconcile vendor statementsand process payments to distributors and manufacturers
• Coordinate with HRmanagement platform on payroll processing, benefits administration, andemployee onboarding/offboarding.
• Maintain a 13-week cashflow plan
• Work with the company’s CPAon quarterly and annual tax filings.

Contracts, Compliance, andgovernment registrations

• Manage the company’sSAM.gov registration and renew it annually to maintain federal contractingeligibility.
• Submit monthly resellercompliance reports for multiple contracts, distributors, and partners.
• Maintain the company’spresence on eMMA (Maryland’s electronic marketplace) and procurement portals.
• Monitor and respond tostate and federal compliance communications in a timely manner.
• Ensure paperwork andprocess is done per contract terms.

Customer and vendor operations

• Generate and track customerquotes and purchase orders through Zoho Books and distributor portals.
• Process customer purchaseorders and coordinate fulfillment with distributors.
• Manage the company billinginbox and respond to customer and vendor inquiries.
• Support government bidresponses and manage procurement portal submissions.
• Ensure maintenance renewalsfor customer equipment is quoted and distributed each year.

Annual and recurringadministration

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

Requirements

Required

• 3+ years of experienceinan office manager, operations coordinator, or similar administrative/financialrole.
• Hands-on experience withaccounting or ERP software (Zoho Books, QuickBooks, or equivalent).
• Demonstrated ability to ownrecurring compliance or regulatory obligations with hard deadlines.
• Comfort workingindependently in a remote environment with minimal supervision.
• Strong writtencommunication 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 withgovernment contracting, SAM.gov, or state procurement portals (eMMA orsimilar).
• Familiarity with ITdistribution or VAR business models — understanding purchase orders,distributor pricing, and deal registration is a meaningful advantage.
• Experience with Insperityor another PEO/HR platform for payroll coordination.
• Experience in a smallbusiness (under 25 employees) where you’ve had to own a broad scope rather thana narrow lane.