Office Manager

Galapagos Federal Systems LLC.; Arlington (VA); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, vision, disability, &

Life insurance

Flexible Spending Accounts

401(k)

PTO

Paid Parental Leave

Military Differential

Tuition reimbursement

Paid federal holidays

Job summary

Galapagos Federal Systems LLC is seeking an Office Manager to provide comprehensive administrative and operational support for a commercial office suite serving government customers. The role emphasizes organization, proactive planning, and coordination across building management, vendors, and internal teams.

The ideal candidate will oversee daily operations, manage access, parking, and connectivity, and develop standardized policies and SOPs to ensure efficient, compliant, and professional

Qualifications

• 1–5 years of relevant experience in office management, facilities management, workplace operations, or related field.
• Experience supporting office operations, facilities management, or administrative functions.
• Ability to coordinate with building management, customers, vendors, and stakeholders.
• Ability to develop, implement, and maintain office procedures and documentation.
• Experience coordinating building access, parking, badge, and workspace utilization.
• Ability to monitor, document, and report office information accurately.
• Proficiency in managing multiple administrative tasks and deadlines.
• Proficiency in Word, Excel, Outlook and Teams; able to learn facility systems.
• Ability to work independently and handle competing priorities in a fast-paced environment.
• Experience managing vendors and facilities requests with attention to detail and customer service.

Responsibilities

• Serve as liaison between building management and Government representatives for facility matters.
• Develop plans and oversee daily operations of the commercial office suite supporting the Government customer.
• Identify and coordinate resolution of facility issues; escalate as needed and document communications.
• Review facilities policies and procedures; recommend improvements to office operations.
• Assist Government customers with parking, building access, badging, Wi‑Fi connectivity, and equipment.
• Develop, recommend, and maintain facility management policies and guidance.
• Monitor monthly office space utilization and report findings.
• Coordinate with building management, Government personnel, and stakeholders to maintain a safe, professional office environment.
• Develop, document, and implement Standard Operating Procedures (SOPs).

Skills

Office management

Facilities management

Workplace operations

Administratio n

Education

High school diploma or equivalent

Bachelor's degree in Business Management

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Overview

Galapagos Federal Systems LLC is seeking a highly motivated and well-qualified Office Manager to join our team of dedicated professionals.

The Office Manager will provide comprehensive administrative and operational support for a commercial corporate office suite, helping ensure efficient day-to-day office operations. The ideal candidate will be highly organized, detail-oriented, and proactive, with strong communication and coordination skills and the ability to effectively manage multiple priorities in a professional office environment.

Key Responsibilities

The Office Manager will:

• Serve as the primary liaison between building management and Government representatives, ensuring effective communication and timely resolution of facility-related matters
• Develop plans and provide day-to-day oversight of the commercial office suite supporting the Government customer
• Identify, address, and coordinate resolution of facility issues, ensuring significant concerns are promptly mitigated or appropriately elevated, documented, and communicated to building management
• Review existing facilities policies, processes, procedures, and standards and recommend improvements to enhance office operations and facilities management
• Assist Government customers with office and facility-related needs, including parking, building access, badging, communications, Wi‑Fi connectivity, and office equipment
• Develop, recommend, and maintain facility management policies, procedures, and guidance to promote standardized processes, documentation, and tools
• Monitor, track, and report office space utilization on a monthly basis
• Maintain effective coordination with building management, Government personnel, and other stakeholders to ensure a safe, professional, and efficient office environment
• Develop, document, and implement Standard Operation Procedure (SOPs)

Requirements

Skills and Experience

The Office Manager must have:

• 1-5 years of relevant experience in office management, facilities management, workplace operations, business administration, or a related field
• Demonstrated experience supporting office operations, facilities management, workplace services, or a related administrative function
• Experience coordinating with building management, customers, vendors, or organizational stakeholders to resolve facility and workplace issues
• Ability to develop, implement, and maintain office procedures, policies, processes, and supporting documentation
• Experience coordinating facility-related requirements such as building access, badging, parking, communications, office equipment, and workspace utilization
• Ability to monitor, track, document, and report office or facility-related information accurately and consistently
• Proficiency in managing multiple administrative and operational requirements while meeting established deadlines
• Proficiency in Microsoft Word, Excel, Outlook and Teams, with the ability to learn workplace operations and facility management systems.
• Demonstrated ability to work independently, manage competing priorities and respond calmly and resourcefully in a fast-paced environment.
• Experience managing vendors, facilities requests, access or visitor systems and administrative operations with strong attention to detail and customer service.

Education and Certifications

The Office Manager must meet the following:

Required

• High school diploma or equivalent
• Relevant job experience

Preferred

• Bachelor's degree in Business Management

Benefits

• Medical, dental, vision, disability, and life insurance
• Flexible Spending Accounts
• 401(k)
• PTO
• Paid Parental Leave
• Military Differential
• Tuition reimbursement
• Paid federal holidays

Security Clearance

Must be a U.S. Citizen. A high-level Department of Defense active security clearance is/may be required. Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to government information.

Physical Requirements

Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen. The candidate must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner, and that may include lifting up to thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Galapagos Federal Systems, LLC, is an SBA-Certified NHO-owned 8(a) Small Business specializing in global information technology solutions. We deliver professional services in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services.

Leveraging over 30 years of providing IT services to the federal & commercial market with projects found around the world, our team has innovative expertise in the development of a wide range of technological solutions. Galapagos Federal Systems, LLC is an equal opportunity employer.

Our service commitment is simple - "Quality IT Solutions... On Time & On Budget."

Company Employment Statement

Galapagos Federal Systems, LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Galapagos Federal Systems, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.

The final salary offered within the posted range will be based on the candidate’s qualifications, experience, skills, education, and other job-related factors.

Posted Salary Range

USD $65,000.00 - USD $75,000.00 /Yr.