Office Manager

Annapolis, United States | Posted on 05/28/2026

Mavenspire is an Annapolis,Maryland-based IT advisory and engineering firm. Founded in 1999, we deliverSMARTaaS — Smart People as-a-Service — combining strategy, engineering, and managed services to solve complex technology problems for governments, manufacturers,legal services firms, and commercial clients. We don’t just advise; we get inthe trenches and get things done.

This role is the operationalbackbone of the company. As Office Manager you will own the financial workflows, vendor relationships, compliance obligations, and day-to-day administrative functions that keep the business running. You will work directly with leadership and interact regularly with customers, distributors, and government procurement portals on behalf of the company.

This is a high-trust,high-autonomy role that suits someone who is organized, proactive, and comfortable owning multiple work streams simultaneously without close supervision.

Financial operations

• Own accounts receivable andaccounts payable end-to-end in Zoho Books, including invoicing customers,tracking payments, and following up on overdue balances.
• Reconcile vendor statementsand process payments to distributors and manufacturers
• Coordinate with HR management platform on payroll processing, benefits administration, and employee onboarding/offboarding.
• Maintain a 13-week cashflow plan
• Work with the company’s CPAon quarterly and annual tax filings.

Contracts, Compliance, and government registrations

• Manage the company’sSAM.gov registration and renew it annually to maintain federal contractingeligibility.
• Submit monthly resellercompliance reports for multiple contracts, distributors, and partners.
• Maintain the company’spresence on eMMA (Maryland’s electronic marketplace) and procurement portals.
• Monitor and respond tostate and federal compliance communications in a timely manner.
• Ensure paperwork and process is done per contract terms.

Customer and vendor operations

• Generate and track customerquotes and purchase orders through Zoho Books and distributor portals.
• Process customer purchase orders and coordinate fulfillment with distributors.
• Manage the company billinginbox and respond to customer and vendor inquiries.
• Support government bidresponses and manage procurement portal submissions.
• Ensure maintenance renewalsfor customer equipment is quoted and distributed each year.

Annual and recurringadministration

• Coordinate annual benefit renewals
• Manage physical mail, checkdeposits, and banking as needed.
• Maintain vendor contacts,account credentials, and operational documentation.

Required

• 3+ years of experienceinan office manager, operations coordinator, or similar administrative/financialrole.
• Hands-on experience withaccounting or ERP software (Zoho Books, Quick Books, or equivalent).
• Demonstrated ability to ownrecurring compliance or regulatory obligations with hard deadlines.
• Comfort working independently in a remote environment with minimal supervision.
• Strong written communication skills — you will represent the company externally with vendors,customers, and government agencies.
• High attention to detail,especially in financial data and compliance documentation.

Preferred

• Prior experience with government contracting, SAM.gov, or state procurement portals (eMMA orsimilar).
• Familiarity with ITdistribution or VAR business models — understanding purchase orders,distributor pricing, and deal registration is a meaningful advantage.
• Experience with Insperityor another PEO/HR platform for payroll coordination.
• Experience in a smallbusiness (under 25 employees) where you’ve had to own a broad scope rather thana narrow lane.