Office Manager

Summary/Objective

The Office Manager is responsible for leading the Company’s administrative operations and office support functions to ensure efficient, compliant, and high-performing business operations. This role serves as the primary owner of the Company’s DBIDS/Base Access Program, overseeing all aspects of employee and contractor installation access processing, renewals, coordination, and compliance across applicable military installations.

In addition to DBIDS program management, the Office Manager provides leadership over office administration, internal communications, administrative staff oversight, vendor management, and operational process improvement to support organizational objectives.

Essential Functions

Administrative & Office Operations Leadership

• Oversee day-to-day office operations to ensure administrative functions are executed efficiently, accurately, and professionally.

• Supervise and provide leadership to office administrative staff, ensuring accountability, service excellence, and operational effectiveness.

• Maintain strong internal and external customer service standards by anticipating needs, resolving issues proactively, and ensuring timely follow-through.

• Serve as a key liaison between internal departments, leadership, vendors, clients, and external stakeholders.

• Manage and coordinate executive and director-level administrative requests received through email, phone, meetings, and other communication channels, ensuring timely completion.

• Ensure urgent communications are escalated and routed appropriately without delay.

• Maintain office efficiency through process optimization, workflow improvement, and implementation of administrative best practices.

• Coordinate with department leaders to resolve operational issues related to office support, project coordination, scheduling, and communication.

• Support intercompany collaboration efforts and internal administrative alignment across business units.

DBIDS / Base Access Program Management (Primary Function)

• Serve as the Company’s primary administrator and subject matter lead for all DBIDS (Defense Biometric Identification System) and military installation access requirements.

• Manage the full lifecycle of employee, subcontractor, and visitor base access processing, including application intake, document review, compliance verification, appointment scheduling, submissions, renewals, pickups, and troubleshooting.

• Process DBIDS applications accurately and timely for access to installations including, but not limited to, Andersen Air Force Base, Naval Base Guam, Camp Blaz, and other applicable military installations.

• Coordinate directly with military access offices, security personnel, project leadership, and employees to ensure uninterrupted workforce access.

• Track badge expirations, renewals, denials, suspensions, and pending actions to minimize operational disruptions.

• Ensure timely communication with employees and supervisors regarding appointments, missing documentation, approvals, delays, and access status updates.

• Maintain organized and confidential DBIDS records, logs, and supporting documentation in accordance with company and applicable security requirements.

• Proactively identify access-related risks that may impact staffing, project execution, or contractual obligations and escalate concerns appropriately.

• Develop and improve internal DBIDS workflows, tracking mechanisms, and communication processes to support operational continuity.

Compliance / Operational Support

• Assist in ensuring office operations remain compliant with applicable contractual, insurance, safety, and company policy requirements.

• Maintain confidentiality and security of sensitive employee, operational, and corporate information.

• Analyze internal administrative processes and recommend improvements to enhance efficiency, accountability, and service delivery.

• Support leadership with operational coordination and special projects as assigned.

• Perform other reasonably related duties as assigned.

Basic Requirements

• Bachelor’s degree in Business Administration, Management, or related field preferred; equivalent relevant experience may be considered.

• Minimum 5 years of progressive administrative, office management, operations coordination, or related leadership experience.

• Demonstrated experience managing complex administrative workflows with high attention to detail and urgency.

• Experience coordinating military base access, credentialing, security processing, or regulated administrative programs strongly preferred.

• Strong organizational, multitasking, and problem-solving skills.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite required.

• Ability to maintain strict confidentiality and handle sensitive information with discretion.

• Supervisory or team leadership experience preferred.

Supervisory Responsibility
This position has supervisory responsibility over administrative support personnel.

Work Environment
This position operates in a professional office environment and routinely uses standard office equipment including computers, telephones, photocopiers, scanners, filing systems, and related technology.

Physical Demands
The physical demands described here are representative of those required to successfully perform the essential functions of this role. Duties regularly require talking, hearing, standing, walking, sitting, reaching, and the use of hands and fingers to operate office equipment and manage documentation.

Position Type / Expected Hours of Work
This is a full-time, salary exempt position. Standard business hours are Monday through Friday, 8:30 AM to 5:00 PM, with every other Saturday from 8:30 AM to 1:30 PM, or as business needs require.

Travel
Limited local travel may be required for DBIDS pickups, base access coordination, meetings, or operational support.

Equal Employment Opportunity Statement
As per Executive Order 11246, Section 503 of the Rehabilitation Act, and VEVRAA, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or status as a protected veteran.