Onsite Office Operations Lead

System One; Huntsville (AL); On-site; USD 60,000 - 85,000; Full time

Job summary

System One in Huntsville, Alabama is seeking an Office Lead to manage calendars, travel, budgeting, and a wide range of administrative duties for Partners and Directors. The role requires superior organizational skills and a proactive approach to complex scheduling, reporting, and office operations.

The successful candidate will coordinate meetings, oversee travel arrangements, prepare expense reports, and support firm-wide tools and processes.

Qualifications

• High School diploma required.
• Five+ 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).
• Must work in‑office 5 days a week.

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.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Relationship building

Initiative

Adaptability

Education

High School diploma

Tools

PeopleSoft

Workday

Microsoft Office 365

Job description

System One in Huntsville, Alabama is seeking an Office Lead to manage calendars, travel, budgeting, and a wide range of administrative duties for Partners and Directors. The role requires superior organizational skills and a proactive approach to complex scheduling, reporting, and office operations.

The successful candidate will coordinate meetings, oversee travel arrangements, prepare expense reports, and support firm-wide tools and processes.