Office Manager

2 months ago

Tampa, United States DEFENSEWERX Full time

SOFWERX was established under a Partnership Intermediary Agreement (PIA) between the United States Special Operations Command (USSOCOM) and DEFENSEWERX (DWX). SOFWERX is a platform designed and operated to increase collaboration and innovation, as well as explore, experiment and assess promising technology for USSOCOM. Its growing eco-system includes both traditional and non-traditional problem solvers with a focus on new, novel and provocative capabilities. SOFWERX is part of the DEFENSEWERX community of innovation hubs located throughout the U.S.

**Role**:
Serve as Office Manager for the SOFWERX innovation hub located in Tampa, FL, and report to the SOFWERX Deputy Director. Support DEFENSEWERX and SOFWERX plans and programs as a strategic partner with USSOCOM. Participate in Management meetings and execute SOFWERX priorities, manage administrative and financial requests, and contribute to functions essential for SOFWERX operations. Identify and recommend process improvements and tools for increased efficiency and workflow. Ensure procedures are implemented and enforced for systematic document retention, retrieval, archive, and disposal. Make timely decisions at the appropriate level and promptly advise the Deputy Director and/or Director of those decisions or actions required at his/her level.

**_Office Management_**_:_ Manage and improve the processes, programs, policies, and practices associated with meeting the strategic and operational personnel objectives of the organization. Maintain a creative, collaborative, and productive atmosphere within SOFWERX. Direct all SOFWERX personnel functions through established company HR policies and practices, in partnership with DWX. Select personnel, direct workflow, and supervise the administrative/contracting staff and business interns. Oversee facility-related projects, routine maintenance, and facility cleanliness. Manage and report the operational budget, and expenses, and safeguard SOFWERX assets to ensure they are used effectively for business purposes. Maintain and report accurate inventory of all technical equipment and furniture.

**Responsibilities**:

- Oversee CPO budgets and ensure compliance, which includes approval of weekly invoices, account organization, and managing fiscal documents ensuring expenses are charged to the correct CPO.
- Provide accurate weekly CPO budget updates to senior staff and prepare quarterly and annual reports of CPO performance for submission to USSOCOM, highlighting any unusual variances.
- Upload and maintain CPO budgets in the project management tool for SOFWERX PM use.
- Coordinate financial reporting activities with the DEFENSEWERX Controller.
- Management of commercial banking and company credit card activities.
- Review and approve accounts payable and other bookkeeping actions in Unanet.
- Conducts monthly reconciliation of bank and credit card accounts and manages cash levels.
- Manage and update payroll actions in Unanet.
- Construct CPO budgets in Unanet for accurate project management.
- Financial/audit compliance through financial reporting system (Unanet) oversight.
- Comply with US Department of Labor Office of Federal Contract Compliance requirements for government contracting/non-profit organization operations per the PIA with USSOCOM.
- Assist departmental managers with financial analysis and provide insights to assist them in achieving SOFWERX objectives.
- Support drafting and implementation of Cost and Tech Proposals (CPOs) including budget preparation and substantiating documentation.
- Effectively respond to HR concerns, coordinate with the DWX Corporate HR department, establish cross-departmental information flow, and facilitate cohesion of business operations.
- Oversee the purchase of office furniture, fixtures, and equipment, and maintain the aesthetics of the facility and a collaborative atmosphere.
- Maintain and/or develop relationships for cost negotiations with vendors and/or service providers, ensuring that all products and services are received, invoiced, and paid on time.
- Enforce established HR policies in coordination with the DWX Corporate HR department.
- Conduct annual company policy reviews and provide recommendations to the Deputy Director and/or Director.
- Maintain and coordinate office/employee records into central company HR documentation, including established processes of onboarding and offboarding personnel at the hub level.
- Supervise hub HR functions to ensure all personnel files, time sheets, and personnel documentation is maintained in confidentiality and in compliance with all state and federal laws regarding privacy regulations. All personnel files shall be shared with the DWX Corporate HR department to be filed in a permanent location.
- Interview, hire, train, and supervise administrative staff and business interns in accordance with company policy.
- Conduct annual employee performance reviews, manage professional development initiatives, and act as mediation co

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