Wake Forest Job Opening – Office Manager

Now Hiring

3Phoenix, Inc. – Wake Forest, NC
We are an engineering company actively involved in a diverse range of sensor processing development projects. We design, integrate and test a wide range of systems providing innovative capabilities for our customers. The designs are highly configurable and use leading-edge hardware and software to achieve versatile products for maximum flexibility and reuse. We specialize in high speed data processing and digital signal processing for high end military sensor systems including imaging, Electronic Warfare, radar and sonar processors. We believe in strong team dynamics, job satisfaction, and making each team member successful. Creativity and personal initiative are essential.

The successful candidate will be primarily responsible for providing reception and incoming call support for the office. This person will organize and prioritize information and calls. The individual will greet and direct visitors of the company as well as schedule conference rooms and organize meetings.

The position will require receiving, sorting and forwarding incoming mail. This person will assist in the coordination of pick-up and delivery of express mail services (FedEx, UPS, etc.). All ordering, receiving, stocking and distribution of office supplies will be conducted by this individual. Candidate will be responsible for initial office supply set-up for all new hires.

Other related clerical duties such as photocopying, scanning, faxing, filing and collating may be requested for this person.

Specific Duties

Front Desk
Greet visitors and ensure that all are signed in/out, visitors are properly badged and escorted, and that all badges are accounted for each day.
Direct phone calls to individual team members as needed.
Send and receive mail (in conjunction with Shipping and Receiving in Wake Forest).
Maintain proper office, print room, and kitchen supplies, ordering and stocking items as needed while ensuring that expenditure targets are not exceeded.
Track facilities maintenance requests from receipt to resolution, including coordination with property management.
Capture photos of all newly hired staff and ensure that all are assigned a work space and have an initial compliment of office supplies.
Track facility space utilization and assist in planning office space moves.
Special Events Planning
Assist with and/or lead the planning of employee events.
Organize business meals and other needs for large meetings.
Other duties as required
Summarize, review and provide reports on visitor, affiliate, contact, or other logs as well as government sponsored meeting information (Chantilly only).
Verify visitor clearance level -visit access requests (Chantilly only / WF future).
Receive/send classified data (future).
Create security badges and maintain badge access to office spaces (future).
Maintain product Inventory – (Hanover only).
Coordinate shipping from and receiving into the office – Chantilly and Hanover only.
Coordinate both break-fix and planned maintenance from initial vendor contact to estimate review to sign off on final work product.

5 to 7 years experience in an office, not staff, manager role.
Ability to forecast supply needs as well as manage related inventory and expenditures.
Experience with tracking facility repairs from initial report through completion of work, and keeping maintenance contract information current.
Experience assisting managers with meeting and event planning for staff or customers.
Excellent oral and written communications skills.
Proficient in the use of MS Office for word processing, spread sheeting and presentation development.

Ability to obtain appropriate personnel clearance (i.e. U.S. Citizenship required)
Knowledge of inventory control practices.
Knowledge of shipping/receiving practices.
Experience coordinating of managing facilities functions, primarily maintenance.
Experience with facilities security or as a facility security officer.
Compensation: Commensurate with background
Principals only. Recruiters please don’t contact this job poster.

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