Office Manager - MACH-TB

GENERAL SUMMARY:

The Office Manager is responsible for the daily administrative and operational management of the MACH-TB Huntsville office at 215 Wynn Drive. This position serves as the primary onsite point of coordination for office operations and provides administrative and executive support to program leadership and personnel.

The Office Manager ensures the office operates efficiently, professionally, and securely by coordinating facilities, vendors, workplace resources, meetings, visitors, and routine administrative requirements. The position works closely with Program Leadership, Business Operations, Security, IT, Facilities, Finance, Supply Chain, Engineering, and other functional organizations.

Essential Job Functions

• Manage day-to-day administrative and office operations for the MACH-TB Huntsville office.
• Serve as the primary onsite point of contact for employees, visitors, vendors, building management, and program leadership.
• Provide administrative and executive support, including calendars, correspondence, reports, presentations, and meeting materials.
• Coordinate meetings, conference rooms, customer and executive visits, employee events, and onsite logistics.
• Maintain office supplies, breakroom supplies, conference rooms, common areas, equipment, and workplace resources.
• Coordinate maintenance, cleaning, pest control, utilities, security, repairs, and other facility services.
• Manage vendor and service-provider scheduling, documentation, follow-up, and issue resolution.
• Support purchasing and office expenditures, including requisitions, invoices, expense tracking, and related records.
• Coordinate shipping, receiving, deliveries, and distribution of office and program materials.
• Support onboarding, offboarding, workspace assignments, equipment coordination, facility access, and office moves.
• Maintain organized office records, shared files, contact lists, distribution lists, and administrative information.
• Support visitor, access, and facility procedures in coordination with Security and other functional teams.
• Assist with routine office technology and conference-room troubleshooting and coordinate with IT as needed.
• Handle proprietary, confidential, and sensitive information with appropriate discretion.
• Identify administrative or operational issues, recommend improvements, and independently follow actions through completion.

Required Qualifications

• High school diploma or GED required; Associateis or Bacheloris degree preferred.
• 3i5 years of office administration, office management, executive support, or related experience.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organizational, communication, customer-service, and time-management skills.
• Ability to independently manage multiple priorities with strong attention to detail and follow-through.
• Professional judgment and ability to work effectively with executives, employees, customers, vendors, and cross-functional teams.
• Ability to appropriately handle confidential, proprietary, and sensitive information.

Preferred Qualifications

• Experience supporting government, defense, aerospace, engineering, manufacturing, or technical organizations.
• Experience with facilities, vendors, purchasing, invoices, executive support, or office operations.
• Familiarity with security-conscious or controlled-access environments.
• Experience with travel, expense, procurement, or corporate administrative systems.

Travel

Up to 10% travel may be required.

Work Environment

This position is primarily onsite at the MACH-TB Huntsville office at 215 Wynn Drive and requires regular interaction with program personnel, leadership, customers, vendors, and service providers.