Office Manager

Quantum Lending Solutions; Great Falls Crossing (VA); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading company in financial solutions seeks an Office Manager to ensure smooth daily operations. The ideal candidate will manage administrative tasks, coordinate with vendors, and support organizational efficiency, fostering a positive work environment.

Benefits

Medical insurance

Vision insurance

401(k)

Qualifications

• 8+ years of office management or administrative support experience.
• Strong organizational, multitasking, and time-management skills.

Responsibilities

• Oversee daily office operations and manage office supplies.
• Provide administrative support to the CEO and other executives.
• Manage office operations budget and track expenses.

Skills

Organizational Skills

Communication

Problem-Solving

Interpersonal Skills

Adaptability

Education

Bachelor’s degree in Business Administration

Tools

Microsoft Office Suite

Google Workspace

Trello

Job description

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Quantum Lending Solutions redefines small business lending with our diverse and adaptable financial solutions. We are a dedicated lending partner focused on empowering small businesses to achieve their growth objectives. We are committed to fueling the growth of enterprises and small-to-medium businesses (SMBs) with our tailor-made financial services. Recognizing that each business has unique financial needs and growth trajectories, we offer a range of customized solutions. From agile microloans for quick capital injections to expansive term loans for long-term strategies, our diverse portfolio ensures that we have the right financial tools to support your journey whether you are scaling up or solidifying your market position.

Job Summary

The Office Manager is responsible for ensuring the smooth operation of the office on a day-to-day basis. This role oversees administrative tasks, manages office supplies, coordinates with various vendors, and supports the overall organizational efficiency. The Office Manager acts as the point of contact for all office-related issues, providing administrative support to staff and ensuring a well-organized, efficient, and pleasant working environment. This role is vital to maintaining office operations and enhancing employee productivity.

Key Responsibilities

Office Operations Management:

• Oversee the daily operations of the office, ensuring that the environment is functional, safe, and well-organized.
• Manage office supplies inventory and place orders as needed, ensuring supplies are stocked and properly distributed.
• Serve as the point of contact for office vendors, including office maintenance, cleaning services, IT support, and supply vendors.
• Ensure office equipment is properly maintained and coordinate repairs or replacements as necessary.
• Be physically present in the office 2 to 3 days per week to support and oversee on-site operations.

Administrative Support:

• Provide administrative assistance primarily to the CEO, and to other executives and team members if needed, including scheduling meetings, travel arrangements, managing calendars, and preparing reports.
• Organize company records, including sensitive and confidential information, ensuring proper filing and storage.
• Handle incoming and outgoing communications, such as mail and emails, and route them to the appropriate parties.
• Assist in planning and organizing company events, meetings, and employee activities.

Facilities Management:

• Oversee office layout and ensure that space utilization is optimized for efficiency and employee comfort.
• Maintain health and safety standards within the office, ensuring compliance with company policies and local regulations.
• Act as a liaison between the office and building management for facility issues, including repairs, security, and building access.

Budget and Expense Management:

• Manage the office operations budget, tracking office expenses, and ensuring cost-effectiveness.
• Review and process invoices for office-related expenses, ensuring accuracy and compliance with company policies.

Employee Engagement and Support:

• Foster a positive and inclusive office environment by addressing employee concerns and managing office communications.
• Support onboarding processes by setting up workstations for new employees and assisting with orientation activities.
• Assist HR and management with employee engagement initiatives and programs, such as team-building activities and office celebrations.

Travel and Logistics Coordination:

• Arrange travel accommodations and logistics for employees and executives, including flights, hotels, and ground transportation.
• Ensure the proper management of travel-related expenses and maintain accurate records for reporting purposes

Qualifications (Knowledge/Skills/Abilities/Experience)

Education:

• Bachelor’s degree in Business Administration, Office Management, or related field preferred but not required. Equivalent work experience will be considered.

Experience:

• 8+ years of office management, administrative support, or facilities management experience in a fast-paced environment.

Skills/Abilities:

• Office Administration: Strong organizational, multitasking, and time-management skills, with an eye for detail and accuracy.
• Communication: Excellent verbal and written communication skills, with the ability to communicate effectively at all levels of the organization.
• Problem-Solving: Ability to troubleshoot and resolve office-related issues efficiently and proactively.
• Technology Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience using office management software or systems (such as Google Workspace, Slack, Trello, etc.).
• Vendor Management: Experience in managing vendors, negotiating contracts, and coordinating services to meet office needs.
• Budgeting and Financial: Familiarity with managing budgets, tracking expenses, and ensuring cost control.
• Interpersonal Skills: Strong interpersonal skills with the ability to build positive relationships with colleagues, vendors, and external partners.
• Adaptability: Comfortable working in a dynamic environment and managing shifting priorities..

Personal Attributes:

• Experience in facilities management and knowledge of health and safety regulations.
• Previous experience in managing travel and logistics for executive-level staff.
• Familiarity with IT troubleshooting and office technology support.

This role offers an opportunity to be the backbone of the office, ensuring that operations run smoothly and employees have the resources they need to be successful. The ideal candidate will be organized, detail-oriented, and have strong problem-solving skills with the ability to manage multiple tasks effectively.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

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