Office Support Lead

Job Description

The Office Support Lead is responsible for overseeing the day-to-day administrative operations of the office, ensuring a smooth, efficient, and professional environment. This role will support the SSN Sustainment team through managing office resources, facilities management, coordinating administrative staff, and supporting organizational processes to maintain productivity and compliance. The Office Manager will be required to liaise with internal and external stakeholders including senior management and customer representatives, and requires a collaborative individual who enjoys challenging work in a fast-paced environment with high attention to detail.

The Office Support Lead operates in a dynamic environment requiring multitasking, problem-solving, and coordination across multiple departments. The role involves managing resources, maintaining compliance with policies, and supporting staff to achieve organizational goals. The Office Support Lead reports to the Head of Country and is required to oversee the administrative operations in a professional and timely manner. This position will also provide ongoing support with the establishment and ongoing operations of the ASC US Entity.

• Proven experience in office management or administrative leadership
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite and office systems
• Excellent communication and interpersonal skills
• Proven experience in vendor management
• Proven experience adhering to budgets
• Attention to detail
• Ability to manage competing priorities
• Professionalism and discretion
• Customer service and strong communication
• Ability to lead a small team

• Manage timesheet queries and overtime booking compliance
• Manage Office Administrators to ensure smooth day-to-day running of the office
• Manage office layout, desks, and meeting rooms, ensuring efficient use
• Ensure health and safety requirements are followed
• Manage mail and deliveries to and from the office
• Oversee creation and maintenance of digital and physical filing systems

• Coordinate employee engagement activities – communications, town halls, events, meetings, and other activities
• Manage bookings of travel, medicals, and scheduling of ASC related activities
• Provide day-to-day support to the Pearl Harbour team, SSN Sustainment program, and all facility related office matters
• Support new employee onboarding such as desk setup

• Manage ordering of goods, materials, supplies, tooling, PPE for existing and new staff
• Negotiate contracts with vendors to ensure adherence to budgets
• Manage relationships with vendors such as cleaners, catering, and stationery
• Track and review invoices for accuracy prior to approval
• Process invoices, purchase orders, and expense reimbursements

• Support branch with administrative duties
• Prepare reports, correspondence, and documentation as required
• Provide administrative support to SSN Sustainment leadership and team
• Oversee management of calendars, meeting bookings, and meeting minutes

• Certificate or Diploma in Business Administration or equivalent experience
• Must be a U.S. citizen with a Secret Level Security Clearance