Office Manager

Nakupuna Companies; Washington (District of Columbia); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a proactive Office Manager to ensure operational efficiency within a dynamic office environment. This role involves managing communications, scheduling meetings, and providing comprehensive administrative support. The ideal candidate will possess strong organizational skills and proficiency in Microsoft Office Suite, along with a customer-oriented approach. You will play a crucial role in facilitating interagency coordination and supporting travel logistics. Join a team dedicated to maintaining the integrity of diplomatic operations while thriving in a collaborative and fast-paced atmosphere.

Qualifications

• 3-5 years of office management experience or an Associate degree with 2 years of experience.
• In-depth knowledge of Microsoft Office Suite and excellent communication skills.

Responsibilities

• Manage communications, schedule meetings, and maintain office records.
• Coordinate travel logistics and prepare documentation for travel arrangements.

Skills

Microsoft Office Suite

Communication Skills

Customer Service

Multi-tasking

Data Organization

Knowledge of E2 Travel System

Education

High School Diploma

Associate Degree in Office Management

Tools

E2 Solutions

SharePoint

WEB TATEL

Job description

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Overview

Nakupuna Solutions is looking for an Office Manager. The EUR-IO/EX/GSD Professional Support Services team ensures the operational effectiveness of the Bureau of European and Eurasian Affairs (EUR) and the Bureau of International Organization Affairs (IO). These services provide comprehensive administrative, analytical, and programmatic support that enables both bureaus to carry out their diplomatic, foreign policy, and international development objectives efficiently and effectively. By supporting day-to-day operations, facilitating interagency coordination, and ensuring compliance with Department of State policies and procedures, these professional services help maintain the continuity and integrity of overseas posts and Washington-based offices.

Responsibilities

The Office Manager/Rover Office Manager provides comprehensive administrative and operational support to ensure the smooth functioning of the office environment. Responsibilities include managing communications, scheduling meetings, maintaining records, processing documentation, and supporting travel logistics. The position involves frequent coordination with internal teams and external stakeholders, use of various software systems, and adherence to organizational policies and procedures. The office manager plays a key role in organizing office resources, supporting personnel needs, assisting with performance and reporting processes, and contributing to both classified and unclassified operational activities. This position ensures efficiency in day-to-day operations while supporting broader programmatic and mission goals. The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. The ideal candidate will:

• Answer telephone calls and receive, greet, and escort visitors, referring them to appropriate staff members when necessary.
• Schedule appointments and meetings and reserve conference rooms using the Department’s Reserve!T platform.
• Manage and maintain office files and records, including preparing folders and federal records for archiving or destruction in accordance with the applicable records disposition schedule.
• Operate scanning equipment to digitize documents and materials.
• Prepare and route various types of documents, including reports, correspondence, memoranda, cables, and diplomatic notes.
• Download materials from computers, the internet, and intranet platforms for use in office functions.
• Send and retrieve materials via digital scanning and facsimile as needed.
• Coordinate the delivery and pickup of materials and packages.
• Copy and collate documents and other materials in support of meetings or administrative needs.
• Enter and submit Time and Attendance records using the Department’s electronic filing system (WEB TATEL).
• Prepare travel orders and arrange travel logistics using the E2 Solutions travel system.
• Prepare vouchers for travel, taxis, and other reimbursable expenses.
• Prepare documentation for diplomatic passport requests for staff and ensure timely visa processing through the Passport Office or via hand-carry methods.
• Manage travel arrangements for both domestic and overseas trips through E2 Solutions.
• Draft country clearance requests to support travel coordination.
• Serve as the initial point of contact for SharePoint site access and update the program office’s SharePoint Bureau page and office directories as needed.
• Order office supplies through the myServices platform and coordinate supply pickups with the Supply Coordinator.
• Maintain and update office management information, including seating charts, organization charts, phone lists, and welcome books.
• Draft and process electronic Country Clearance (eCC) requests for both contract and government travelers.
• Produce a variety of reports, track suspense actions, generate charts, create specialized databases, and prepare presentation materials using standard office software.
• Compile annual performance appraisals for civil service and foreign service staff and input them into the ePerformance HR database.
• Provide logistical support for classified and unclassified Digital Video Conferences (DVCs), including coordinating across time zones with regional offices and overseas missions.
• Prepare and submit work orders for services or supplies required for effective office operations and coordinate requests with the General Services Officer.
• Finalize and deliver official documentation for senior leadership on the 7th floor.
• Monitor all cable traffic through the SMART system to ensure timely review and response.
• Maintain the office management calendar by scheduling appointments, managing meeting requests, and providing daily updates to management.
• Prepare meeting briefs for managers, outlining the purpose of appointments and providing relevant background information.
• Record meeting minutes and prepare associated briefing materials for distribution.

Qualifications

Skills/Qualifications: The ideal candidate must have in-depth knowledge and proficiency in Microsoft Office Suite software, along with excellent communication, customer service, and multi-tasking skills. The individual must be capable of establishing, organizing, and maintaining routine data and following established procedures. A strong ability to interact courteously and tactfully with individuals at all levels within the Department and with the public is essential. The candidate should also have knowledge of establishing travel arrangements using the E2 travel system, as well as a working knowledge of the State Department travel policies.

Education and Experience

• High school diploma and three to five (3–5) years of equivalent office management experience; OR
• Associate degree in Office Management, Business Administration, Computer Technology, or a related field, along with two (2) years of office management experience.

Clearance

Secret security clearance required. Must be a U.S. Citizen.

Physical Requirements

The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.