Job Details

Full time | Referentia Systems Inc | United States

Posted On 04/28/2025

Job Information

Technology

City Honolulu

State/Province Hawaii

96819

Job Description

The Office Manager will lead a variety of job responsibilities encompassing office management activities for both the physical and virtual aspects of the company. The ideal candidate will provide and oversee office/business support for systems utilized by the company, administrative and clerical support for internal and external customer needs, including direct and support services to ensure a safe and secure working environment and providing a high level of customer service.

Duties & Responsibilities

• Manages assigned projects, maintaining confidentiality of all corporate, personnel, business opportunities, and research matters

• Manages company, facility and office management calendars

• Manages the planning and coordination of company events to include, but not limited to, staff lunches, company celebrations, training/webinars, and corporate end-of-year gifting

• Assist with company travel coordination, arrangements, and expense reporting

• Partners with other departments to provide administrative support, as needed

• Supports facility management with oversight of corporate facility maintenance; coordinates/schedules service work and supports branch office facility as needed

• Manages the inventory of office supplies and office equipment, extended warranties, service work, agreements, renewals

• Responsible for site safety compliance, communications, and the annual fire evacuation training for staff

• Assists with conference room set up for on-site and virtual meetings, to include hosting webinars and ordering/delivery of meals

• Manages visitor access and related record-keeping in partnership with facility security

• Assists with various administrative tasks to include, but not limited to, incoming and outgoing phone calls, email correspondence, postal mail distribution, coordination of administrative shipping requests

• Oversees corporate purchasing and purchasing requests; research pricing; obtain quotes, collaborate with requestor, order, receive, inventory, and store equipment, supplies, etc.

• Maintains detailed purchasing and preferred vendor list and assists with policy audits

• Assists with the maintenance of basic office equipment such as printer/copier/scanner, shredder, monitors, projector, etc.; troubleshoots and resolves issues that may arise

• Administers wireless, virtual meeting, and other select online platform subscriptions, to include basic technical support as needed

• Manages administrative office staff

• Performs all other duties as assigned

Requirements

• Associate degree in business administration or related field required. Bachelor's degree in Management Information Systems (MIS) or equivalent preferred.

• Must have at least 5 years of administrative experience

• Must be very agile and adaptive to changing needs and market environments

• Must have excellent communication (verbal and written) skills and the ability to communicate effectively with employees, customers, and vendors

• Must have excellent interpersonal and customer service skills

• Must have at least 2 years of prior supervisory/management experience

• Must be able to lead, delegate, guide, and coach team for exceptional results

• Must be able to document, review, and revise procedures

• Must be solutions-oriented and have strong planning and organizational skills while at the same time multi-tasking several projects

• Must have exceptional attention to detail

• Must have excellent time management skills with a proven ability to meet deadlines

• Must be proficient in using Microsoft Office Suite, Google Workspace (current environment) and Microsoft 365 (future environment); ability to quickly learn and use other software packages

• Must be willing to learn and grow in new areas of technology and cybersecurity and be receptive to feedback

• Must be willing to work extended hours, as necessary, during critical times/special projects

• Must be able to lift at least 15 lbs. unassisted

• Must be able to sit at a desk and work on a computer for prolonged periods

• Knowledge of corporate, military, and government work environments is highly desired

• Must be able to obtain DoD security clearance

Referentia offers a comprehensive set of benefits which includes health insurance coverage (medical, dental, vision, drug), paid time off, group term life insurance, accidental death & dismemberment insurance, income protection coverage, 401K retirement plan with employer matching, tuition reimbursement, and more.

We are proud to be an Equal Employment Opportunity Employer.