Office Manager | Operations Assistant

Grey Matters Defense Solutions specializes in software development and solutions, data analytics algorithms, and innovative remote sensing technologies and operations, with senior-level personnel formerly from DIA, NRO, DARPA, and the US Armed Forces. Grey Matters Defense Solutions differentiates itself by combining its subject matter experts, analysts, software engineers, and its data scientists to create unique artificial intelligence algorithms and various applications.

Grey Matters Defense Solutions is seeking a talented and dedicated Office Manager | Operations Assistance

About the job:
We are seeking a proactive and adaptable individual to fill the role of Office Manager & Operations Assistant. This position encompasses traditional office management duties along with light labor tasks. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to handle both administrative and physical tasks efficiently.

Key Responsibilities:

• Office Management
  • Manage office supplies inventory and reordering supplies
    • Keep supply room well organized, neat and orderly
    • Assist employees when supplies are needed
    • Order GMDS merchandise on an as needed basis
  • Computer Inventory and tracking
  • Handle incoming and outgoing mail and packages
  • Escort visitors ensure they are signed in & out and have a visitors badge
  • Schedule monthly supplies ordering and delivery
  • Event Planning
    • Organize team events with the division leads
    • Making reservations
    • Communicating to employees about the event
       
• Administrative Support
  • Provide administrative assistance to various departments, including filing, data entry, calendar management, interview scheduling and travel planning
  • Assist in scheduling appointments and meetings
  • Assist in drafting reports such as reports and or presentations
  • Point of contact for all incoming and outgoing packages and mail
  • Order breakfast/lunch for important meetings
     
• Light Labor
  • Perform spackling, painting, and sanding tasks as required to maintain office walls, ceilings, and surfaces
    • Must be able to drive in your personal vehicle to supply store
    • purchase supplies on a company card
  • Assist in minor maintenance projects such as building desks, moving equipment and furniture
  • Reorganize the training room into a conference room
     
• Facilities Management
  • Manage maintenance tickets
  • Coordinate office maintenance tasks, including repairs, upkeep, replacement of office and kitchen equipment
    • Ensure both kitchens are stocked with tea, coffee, creamer every morning
  • Scheduling maintenance
  • Locating and scheduling repairs
  • Dispose of office furniture that is not being used
    • Coordinate with external vendors to rent dumpsters
    • Coordinate with external vendors to move heavy office furniture
  • On-call for Sensitive Compartmented Information Facility (SCIF)
    • Carry security phone and respond to any alarm calls
    • Must live within five (5) minutes from office or be willing to move to a location within 5 minutes of the office to respond to alarms

About you:

• Previous experience in office administration or similar role
• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook)
• Ability to perform physical tasks, including spackling, painting, and sanding
• Must be able to lift 50lbs
  • When performing light labor, proper safety measures must be in place such as lifting support, and proper mask for painting and sanding
• Must have a valid driver’s license, and car to pick up office supplies as needed
• Must be able to maintain a TS/SCI security clearance
  • U.S. Intelligence Community careers - Security Clearance Process (intelligencecareers.gov)
  • Preference for individuals who already have a TS/SCI clearance eligibility
• High School diploma or equivalent

Grey Matters Defense Solutions provides transformational leadership, building aware-winning teams and products. Grey Matters Defense Solutions’ most valuable assets are the more than 55 + employees, consisting of data scientists, custom software developers, and analysts/subject matter experts, with senior-level personnel formerly from DIA, NRO, NSA, and the US Armed Forces. Our employees have a depth of analytical knowledge which provides them with a deep understanding of managing and delivering products within government systems. 

Join our team of exceptional developers, architects, and data scientists!

All qualified applicants will receive consideration for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Salary Range: $55,000 - $75,000
Grey Matters Defense Solutions offer a comprehensive benefits package including medical, dental, vision, life insurance, short-term and long-term disability. 

Additional Benefits:

• SEP IRA 25% of base salary
• PTO Six weeks
• IBA 12.5%
• Employee assistance program
• Employee discount
• Flexible spending account
• Health savings account
• Referral program

Grey Matters Defense Solutions’ most valuable assets are our employees, consisting of data scientists, custom software developers, and analysts/subject matter experts, with senior-level personnel formerly from DIA, NRO, NSA and the US Armed Forces. Our employees have a depth of analytical knowledge which provides them with deep understanding of managing and delivering products within government systems. Grey Matters Defense Solutions provides transformational leadership building aware-winning teams and products.
Join our team of exceptional developers, architects and data scientists!
Visit us at www.greymattersdefense.com
https://www.linkedin.com/company/grey-matters-defense-solutions/
“Know Your Rights: Workplace Discrimination is Illegal”
Questions contact: jenny.rosenberg@greymattersdefense.com

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